How to Create a Work Order (Desktop)

A Work Order is a collection of one or more maintenance requests for a single asset that must be worked on by one or more mechanics within a specific time frame.

Work Orders allow you to track and report part and labor costs, group multiple maintenance requests into a single action item, and record data to an asset’s history. Users can quickly locate, review, update and send Work Orders for approval in both their desktop and the Tenna App.

Permission Requirements: Users with the "Create Work Order” permission can create a Work Order.

💥 Maintenance is a premium product and requires a separate license. Please contact your Account Manager for more information on premium product licenses or reach out to Customer Support at [email protected] or call 888.836.6269.

There are a few ways to access the Create Work Order form in Tenna:

• Select Maintenance on the left side navigation, then select the Work Orders tab, then click the Create Work Order button on the right side of your screen.

• In Asset Details, select the Maintenance tab, then the Work Orders tab, then click the Create Work Order button on the right side of your screen.

• In the Maintenance Requests grid, choose any Maintenance Request(s) that are not added to a Work Order. Select the 3 dots button in the Actions column and select Add to Work Order. Select Create a New Work Order in the modal.

Use the search bar to select the asset.

Search by Fleet No., Asset Name, Make, Model, Category or Assignee

Name the Work Order based on what repairs or service need to be performed.

This field can be used to enter your own Work Order Number (separate from the Tenna Work Order Title Number above).

You may select any of the statuses based on the current status of the Work Order.

Maintenance Types allow you to better organize the various maintenance tasks, including work orders. These options are configured in your account Settings.

You may choose Low, Medium or High Priority.

This field populates in the Work Order grid to better identify and filter work orders based on their priority.

Add details of the work order for the mechanic or shop.

In order to create a Work Order, you must assign at least 1 maintenance request.

Use the check boxes to select to assign Maintenance Request(s) to the Work Order.

You may also create a new Maintenance Request by clicking (+) New Request in the top right corner.

This will open a modal that requests the minimum Maintenance Request details so you can quickly submit and add to the Work Order.

Use the All Day toggle to narrow down to specific times for the start and end dates.

Select who you would like to complete the work.

Each mechanic added will receive a notification to alert them that they have been assigned to a Work Order.

By default, the mechanics will be scheduled for the entire duration of the Work Order (Scheduled Start to Scheduled End).

You have the option to view and modify the mechanic schedule by clicking the link as pictured below:

From here, you can edit the dates and times each mechanic will be needed.

• Select each assigned or not assigned mechanic to view their personal calendar, which includes any scheduled events.
• Toggle between month, week, or day views.
• Click or click and drag on days to add assignments.
• Click on Not Assigned mechanics and then choose days in their calendar to assign them.

Select the Approver from the drop-down menu by clicking the Approver field. You can add multiple approvers.

If you have the Vista Work Order integration enabled, this field will be shown.

In this section, assign one or more inspection forms to be linked to the Work Order. This will give the mechanic the option (or requirement) to complete the inspection while completing the work order.

• Click “(+) Inspection” in the top right corner of the window to assign inspections.
• In the Assign Inspections modal, find any and all existing inspection forms that you would like to assign to this service.

• Select the check box next to the inspection(s) you would like to assign.

• Click “Assign Selected Inspections” to finish. You will see the assigned inspections in the grid.
• Select the toggle next to each Inspection Form to make the inspection required or not during the time the Work Order is completed.

• To remove an assigned inspection, select the “x” icon in the Actions column.

In the Cost Code Defaults section, users may assign a default cost code to Parts, Labor, Equipment, Service Vendor, and Miscellaneous line items associated with this work order.

To learn more about establishing default Cost Codes, view Cost Codes Overview.

Select from your account’s cost codes by selecting the window below each category and selecting one active cost code.

Click on the Billable toggle to make the designate the Work Order as Billable or Non-Billable (do not capture the costs anywhere else).

If Billable, select a Bill To option:

• Bill to Asset: Capture all costs related to this work order against the asset chosen for this work order.
  • Add an Invoice and/or P.O. No(s). (optional): Option to add invoice or P.O. number(s) to the Work Order.

• Bill to Site: Capture all costs related to this work order against the selected Site (not necessarily the asset’s current site, unless chosen).
  • Choose a Site*: Selecting this option will show a new field to select from the list of active Sites (Projects, Yards, and Offices).
  • Enter Phase Code(s), Cost Type(s), Invoice No(s) and PO No(s) (optional)

• Bill to Outside Customer: Capture all costs related to this work order against the selected contact.
  • Choose a Customer: The user may choose from the list of active Companies.
  • Select a Customer Contact: The user may choose from the list of active Contacts.
    • Note: The user is able to choose from the list of active Contacts, which includes the account’s Users, Contacts and Companies. This list does not include deleted contacts.
  • Enter an Invoice No(s), Invoice Due Date, and Customer PO No(s).

Complete the Cost Summary tab.

• Add G&A percentage for each cost line item: This percentage will apply to the Work Order subtotal.
  • Note: G&A does not apply to Billing.
  • Max is 1000%
• Add additional percentages (optional): These percentages will be applied to the Work Order Total.
• Click the link to “Show Markup and Tax Fields” if you would like to add the following:

• Markup: Add an additional percentage on top of the final billed amount for each work order category (Parts, Labor, Equipment, Service Vendor, Misc.)
  • Max is 1000%
• Tax: This percentage value represents the tax applied to the final billed amount for each work order category (Parts, Labor, Equipment, Service Vendor, Misc.) during the billing process.
  • Max is 100%

Complete the Billing Summary tab.

• Add additional percentages (optional): These percentages will be applied to the Work Order Total.
• Markup: Add an additional percentage on top of the final billed amount for each work order category (Parts, Labor, Equipment, Service Vendor, Misc.)
  • Max is 1000%
• Tax: This percentage value represents the tax applied to the final billed amount for each work order category (Parts, Labor, Equipment, Service Vendor, Misc.) during the billing process.
  • Max is 100%

The Work Order Total is shown at the top and bottom of the Work Order form.

At the top left of your Create Work Order form, click Notes or Attachments.

Work Order Notes make it easy to add information about the ongoing work and repairs on the asset with support for optional attachments. All notes are time stamped and capture the role and user who submitted them, so you can easily follow the thread of the work.

• Click “Notes” under Create Work Order.

• Click “Create Note”.

• Submit note content (max 500 characters)
• Select what this note Relates To: This Work Order or one of the assigned Maintenance Requests

• Click the check box to flag this note as “Important” (optional).
• Click the check box to “Include in Your Client Copy” (optional).
• Upload optional attachments, including images, documents, video and audio files.
• Click “Create Note” to finish.

To add Attachments Only:

• Click Attachments under Create Work Order at the top left of the screen.
• At the bottom of the Attachments window, select how to assign the attachments in the drop-down window (This Work Order or one of the assigned Maintenance Requests).

• Click check box to “Include in Client Copy” (optional).
• Then, drag and drop files or select Choose Files to upload.

• Once the attachment has uploaded, you can select the three dots next to the attachment to delete or reassign to a different maintenance request or This Work Order.

• Select “x” at the top right of the Attachments window to finish.