Work Order System Switches

This document will go into details on setting and using the system switches found under the Work Order System Switches tab located by navigating to Admin → System Switches → Work Order. The document includes:

Flat Labor/Actual Hours

Managing labor hours in RTA Fleet360 starts with knowing how to set the system to track either Flat Rate (estimated hours) or Actual Hours on work orders (WOs). Whether you prefer to use a standard labor rate or pull rates directly from the employee file, this guide will walk you through the steps to configure these settings in RTA Fleet360.

• Flat Rate: Posts standard, estimated hours to a Work Order, regardless of the actual time spent.

• Actual Hours: Logs the real time an employee spends working on a task.

To post standard (estimated) hours instead of actual hours to a Work Order, set the system to Flat Rate. You can also choose the source for the labor rate: setting it to SYSTEM will apply a single, universal labor rate for all employees, while selecting EMPLOYEE will use the individual rates specified in the employee file. Alternatively, selecting Actual Hours will disable flat rate posting and record the actual hours worked.

The instructions below will assist in making the right choices for your fleet when it comes to activating the Flat Labor/Actual Hours.

Take the following actions with the Flat Labor/Actual Hours switch:

1. Access the switch by expanding the <Admin> area of the menu

2. Click on <System Switches>

3. Click on the <Work Orders> tab

4. Click on <Flat Labor/Actual Hours>

Here, you will choose Flat Rate or Actual Hours. If you choose “Flat Rate”, you will want to click the drop-down labeled “Select Rate”. Once clicked into that drop down you will see your options include: “System” or “Employee”. Setting it to SYSTEM will apply a single, universal labor rate for all employees, which you will fill in the next box labeled “Flat Labor Rate”, while selecting EMPLOYEE will use the individual rates specified in the employee file.

If you select “Actual Hours”, the boxes below will gray out. Selecting “Actual Hours” logs the real time an employee spends working on a task.

Once you have selected your preferred option, make sure to press the blue “Save” button.

Non Zero Estimated Hours

To make sure zero estimated hours aren’t allowed on a Work Order line, turn the Non Zero Estimated Hours toggle ON. This setting controls whether the system accepts zero estimated hours for tasks on a Work Order. If you leave it OFF, zero estimated hours will be allowed.

The instructions below will assist in making the right choices for your fleet when it comes to activating the Non Zero Estimated Hours.

Take the following actions with the Non Zero Estimated Hours switch:

1. Access the switch by expanding the <Admin> area of the menu

2. Click on <System Switches>

3. Click on the <Work Orders> tab

4. Click on <Non Zero Estimated Hours>

5. Use the toggle to decide if zero estimated hours will be allowed on a Work Order line.

6. Once you have selected your preferred option, make sure to press the blue “Save” button.

Paperless Shop Password

To control whether a password is needed for logging into Paperless Shop, use the Paperless Shop Password setting. Turn it ON to require a password for login, or leave it OFF to allow access without one.

The instructions below will assist in making the right choices for your fleet when it comes to activating the Paperless Shop Password.

Take the following actions with the Paperless Shop Password switch:

1. Access the switch by expanding the <Admin> area of the menu

2. Click on <System Switches>

3. Click on the <Work Orders> tab

4. Click on <Paperless Shop Password>

   

5. Use the toggle to decide if you will require a password to login to Paperless Shop or not.

6. Once you have selected your preferred option, make sure to press the blue “Save” button.

Max WO Lines

Customize the Max Work Order Lines in Fleet360 to set a limit on how many lines can be added to a Work Order. While the system’s default is 99, you can adjust this to any number up to that limit for more control over your work orders.

The instructions below will assist in making the right choices for your fleet when it comes to setting a max amount of WO lines.

Take the following actions to adjust the Max WO Lines:

1. Access the switch by expanding the <Admin> area of the menu

2. Click on <System Switches>

3. Click on the <Work Orders> tab

4. Click on <Max WO Lines>

5. Once in this field, you are able to edit the “Max WO Lines” box with any number between 1-99.

6. Once you have selected your preferred option, make sure to press the blue “Save” button.

Outside WO/Create PO

For Outside Work Orders, this setting allows the system to prompt you for a vendor and saves time by automatically creating a purchase order linked to the Work Order.

You can customize two options:

• Whether the system prompts you to select a vendor for outside jobs.

• Whether you want the system to automatically create a purchase order for the Work Order.

The instructions below will assist in making the right choices for your fleet when it comes to activating the Outside WO/Create PO option.

Take the following actions to turn on/off the Outside WO/Create PO options:

1. Access the switch by expanding the <Admin> area of the menu

2. Click on <System Switches>

3. Click on the <Work Orders> tab

4. Click on <Outside WO/Create PO>

5. Use the toggle to decide if you would like to Prompt for Vendor on Outside WO’s and/or Auto Create a PO from an Outside Job.

6. Once you have selected your preferred option/s, make sure to press the blue “Save” button.

Use Customer Billing

The Use Customer Billing setting controls whether a customer number is required when creating Work Orders. When set to YES, you’ll be prompted for a customer number on each Work Order, though you can leave it blank if needed. If set to REQUIRED, the customer number is mandatory and must already exist in the customer file to proceed. Setting it to NO will skip the customer prompt altogether when creating Work Orders. Refer to Customer Files to review the process for how to set up a Customer File in Fleet360.

The instructions below will assist in making the right choices for your fleet when it comes to activating the Customer Billing option.

Take the following actions activate the use of Customer Billing:

1. Access the switch by expanding the <Admin> area of the menu

2. Click on <System Switches>

3. Click on the <Work Orders> tab

4. Click on <Use Customer Billing>

From here, you have three options to choose from.

1. Yes - When set to YES, you will be prompted for a customer number on each work order or you may leave it blank.

2. No - Set this flag to NO to skip the customer prompt when creating WOs.

3. Required - When set to REQUIRED, a customer number will be required in order to continue.

4. Once you have selected your preferred option/s, make sure to press the blue “Save” button.

Overhead/Shop Supplies

The Overhead/Shop Supplies setting determines where the system pulls the calculation for overhead or shop supply costs. If set to CUSTOMER, the system will use the Shop Supply Rate from the Customer file to calculate overhead costs for Work Orders. If set to FACILITY, it will instead use the Overhead Percentages defined in the Facility File.

The instructions below will assist in making the right choices for your fleet when it comes to overhead/shop supplies.

Take the following actions activate the use of Overhead/Shop Supply:

1. Access the switch by expanding the <Admin> area of the menu

2. Click on <System Switches>

3. Click on the <Work Orders> tab

4. Click on <Use Overhead/Shop Supply>

5. From this screen, you will select “Customer” or “Facility”.

• Choosing “Customer” will calculate WO overhead costs using the Shop Supply Rate from the Customer file.

  • Refer to Customer Files to review the process for how to set up a Customer File in Fleet360.

• Choosing “Facility” will calculate overhead using the Overhead Percentages from the Facility File.

  • Refer to our Facilities File Table of Contents to review the process for how to set up a Facility File in Fleet360.

6. Once you have selected your preferred option/s, make sure to press the blue “Save” button.

VMRS System Level

The VMRS System Level setting determines the level of Vehicle Maintenance Reporting Standards (VMRS) codes used in the system for Work Orders and history retrieval. If set to Full Code, the system will use and validate all 9 digits of the VMRS code. Choosing System-Intermediate allows the use of only the first 6 digits. Selecting System Only restricts usage to just the first 3 digits. This setting ensures you can tailor the level of detail and validation required for VMRS codes in your workflow.

Refer to our Work Order VMRS article to review more information about VMRS files, what RTA Fleet360 defaults to, and more.

The instructions below will assist in making the right choices for your fleet when it comes to Fleet360’s VMRS System Level.

Take the following actions activate the use of VMRS System Level:

1. Access the switch by expanding the <Admin> area of the menu

2. Click on <System Switches>

3. Click on the <Work Orders> tab

4. Click on <Use VMRS System Level>

• Full Code: Uses all 9 digits of the VMRS code for maximum detail and validation.

• System-Intermediate: Prompts for and uses only the first 6 digits of the VMRS code, providing a mid-level of detail.

• System Only: Displays and accepts only the first 3 digits of the VMRS code, focusing on the highest-level categories.

6. Once you have selected your preferred option/s, make sure to press the blue “Save” button.

Use Reason Codes

The toggle for Use Reason Codes enable the use of a 2-digit code for work orders that categorize work orders by the specific reason they were initiated.

1. Access the use reason codes switch by navigating through Admin → System Switches → Work Order → Use Reason Codes

2. Use the toggle to turn the use of reason codes on or off

3. Click Save

Use Cause Codes

The toggle for Use Cause Codes enable the use of a 2-digit code for work orders that categorize work orders by the specific cause for the repair need.

1. Access the use cause codes switch by navigating through Admin → System Switches → Work Order → Use Cause Codes

2. Use the toggle to turn the use of cause codes on or off

3. Click Save

Use Work Accomplished Codes

The toggle for Use Work Accomplished Codes enable the use of a 2-digit code for work orders that categorize work orders by the specific completion code.

1. Access the use work accomplished codes switch by navigating through Admin → System Switches → Work Order → Use Work Accomplished Codes

2. Use the toggle to turn the use of accomplished codes on or off

3. Click Save

Meter Update in Paperless

The toggle for Meter Update in Paperless enables the prompt for odometer updates while technicians are closing job lines in Paperless Shop.

1. Access the Meter Update in Paperless switch by navigating through Admin → System Switches → Work Order → Meter Update in Paperless

2. Use the toggle to turn the use of the odometer update prompt

3. Click Save

Prompt for PO # in WO

If using customer numbers on work orders and wanting for each work order where a customer number is applied to potentially have a purchase order number documented along with the work order, activate the Prompt for PO# in WO toggle.

1. Access the Prompt for PO# in WO switch by navigating through Admin → System Switches → Work Order → Prompt for PO# in WO

2. Use the toggle to turn the use of the prompt

3. Click Save

Work Order Numbering

Work Order Numbering switch allows the fleet to determine how work order numbers will be generated during the creation of the work order.

1. Access the Prompt for PO# in WO switch by navigating through Admin → System Switches → Work Order → Work Order Numbering

2. Select the appropriate setting from the Work Order Numbering dropdown

   1. No-System Generated = RTA will automatically generate a unique work order number for each work order that follows a numeric sequential pattern

   2. Yes-Use Own Numbers = Prompts the user for a work order number and allows the use of company-specified numbers to be used when creating a work order

      1. This must always be unique and the same work order number cannot be used for multiple work orders

      2. If selecting the option to use own numbers, be sure to also use the WO Numbers drop down to specify if the work order numbers format should be numeric or alphanumeric

      3. Also review the “Allow WO Number Override” toggle to activate or deactivate the ability for a user to override the WO number

3. Click Save

Use Shop Codes

The Use Shop Codes switch enables the use of designated shop area codes that allow work orders to be sorted and/or categorized by a specific shop area, e.g. Paint Shop, Body Shop, etc

1. Access the use shop codes switch by navigating through Admin → System Switches → Work Order → Use Shop Codes

2. There are three settings for the use of shop codes on work orders:

   1. Yes = Shop codes field is visible and used with existing or “created on the fly” shop codes

   2. Validate = Shop code field is visible and only existing shop codes can be used

   3. No = Shop code field is skipped

3. Click Save

Close WOs in Paperless Shop

Use the Close WOs in Paperless Shop toggle to activate or deactivate the prompt to close a work order when a technician clocks off the last open work order line as complete.

1. Access the use work accomplished codes switch by navigating through Admin → System Switches → Work Order → Close WOs in Paperless Shop

2. Use the toggle to turn the feature on

   1. Leaving this feature off prevents technicians from closing work orders in Paperless Shop

3. Click Save

Work Order Dates

Use the Work Order Dates switch to set the default closing and posting dates for work orders.

1. Access the use work accomplished codes switch by navigating through Admin → System Switches → Work Order → Work Order Dates

2. Choose the appropriate option for the Work Order Closing Date field

   1. Today’s Date = RTA will use the current system date as the work order closing date

   2. Posting Date = RTA will use the work order default dates in the next drop down to determine the close date

3. Choose the appropriate option for the Work Order Default dates field

   1. Previous Date = RTA will use the previous posting date as the default posting date

   2. Today’s Date = RTA will reset the posting date back to today's date for each work order

4. Click Save

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Posting Date Prompt

Use Priority Codes

The toggle for Use Priority Accomplished Codes enable the use of preset system codes that identify the importance/hierarchy of criticality for work orders.

1. Access the use work accomplished codes switch by navigating through Admin → System Switches → Work Order → Use Priority Codes

2. Use the toggle to turn the use of priority codes on or off

3. Click Save

Replace Notes

If using master work order notes in work orders and also using work order templates, the Replace Notes switch controls whether or not the master notes on a work order will be replaced by notes that are set up in a Template WO when one is used.

1. Access the use work accomplished codes switch by navigating through Admin → System Switches → Work Order → Replace Notes

2. Use the toggle to turn the use of replacement notes on (YES) or off (NO)

3. Click Save

Print WO Costs

Duplicate Inspection Defect

WO Line Account Codes

If using account codes, this switch controls whether the codes on a work order line are validated against the account code file.

Select yes to validate against the account code file or No if not wanting to validate against the account code file.

3C Notes

Access the 3C Notes Switch by navigating through Admin → System Switches → Work Order → 3C Notes

Use the 3C Notes toggle to activate or deactivate the use of 3C notes with work orders. (Complaint, Cause, Correction).

These notes are used to help tell the story of the work order. When activated, these become required on every work order line and the line cannot be closed without them.

Required WO Line Notes

Required WO Line Notes assist fleets in ensuring that notes are provided on work orders and that the content of those notes is descriptive.

There are multiple fields/settings to consider in this switch:

1. Access the Required WO Line Notes switch by navigating through Admin → System Switches → Work Order → Required WO Line Notes

2. Set the Require WO Line Notes toggle to on or off depending on if you want line notes required on work orders (IF this is turned on, a work order line cannot be closed without notes being added)

3. Set the minimum number of characters acceptable when typing out notes (Notes cannot be counted as completed unless the minimum number of characters is met)

   1. If using the 3C notes, set the limits for all three (Complain, Cause, and Correction)

   2. If only using line notes, set the limit for required line notes

4. Click Save

Share Paperless Jobs

The Share Paperless Jobs toggle controls the default setting on work order lines for sharing jobs in paperless. Sharing in Paperless allows the primary technician to share the work and request assistance from another technician

• If wanting the the “Share Paperless” option to default to on when a work order line is created, be sure the toggle is is on.

• Change the toggle to off if wanting the “Share Paperless” option to not be automatically on when a work order line is created.

WO Invoice

Use the WO Invoice switch to change the verbiage on work orders from Work Order to Invoice.

1. Access the use work accomplished codes switch by navigating through Admin → System Switches → Work Order → WO Invoice

2. Use the toggle to turn the use of “invoice” verbiage on or off

3. Click Save

Track Labor on Quick Repairs

Feature Coming soon in 2025

Work Order Status

The toggle for Work Order Status enable the use of preset statuses that help identify a more detailed work order status other than open and closed.

1. Access the use work accomplished codes switch by navigating through Admin → System Switches → Work Order → Work Order Status

2. Use the toggle to turn the use of WO statuses on or off

3. Click Save