Work Orders Master List Overview

Work Order Master List:

Navigation: Maint. & Repair → Work Orders → Work Orders

The Work Order list displays all WOs that have been added to the RTA software. This list gives you the option to view lines and can be viewed as a whole or filtered using sorts and customized columns. As well as to export the master list are available.

Refer to Master List Functions TOC for instructions.

Refer to Create Work Orders for instructions to create work orders

This article covers the Working Facility context, available columns, WO statuses, saved filter presets, and actions available from the list.

Understanding the Working Facility

Your Working Facility determines which facility’s data is displayed when you open the WO Master List. It is shown in the top navigation bar and can be changed at any time by selecting a different facility from the facility selector.

By default, the WO Master List will scope results to your current Working Facility. If you have saved filter presets that include a facility filter, those presets may display data from a different facility—even if your Working Facility has changed since the preset was saved.

⚠️ Note:  If your list results do not appear to match your current Working Facility, check whether an active preset contains a saved facility filter. See the ‘26.4 Update’ section below to enable automatic Working Facility alignment.

 

Searching the WO Master List

The search bar at the top of the master list allows you to search by specific datasets across the visible and hidden columns.

Search does not exclude fields and may have multiple results. For example, if a asset is numbered as 1 and that is also the facility number for the WO the system will return results for WOs assigned to Facility 1 as well as any Assets with 1.

To search do the following:

  1. Enter the data to search in the search bar

  2. The list will re-display with all the line items that contain a matching result

Refer to Customizing Lists for instructions on using filters.

Saved Filter Presets

Presets allow you to save a combination of column filters—including facility filters—so you can quickly re-apply them without setting up your filters from scratch each time.

Important things to know about presets:

  • A preset saves the exact facility filter at the time it was created.

  • If your Working Facility changes after saving a preset, the preset will still apply the original saved facility unless you update it or enable the Working Facility preference described below.

  • Presets are user-specific—your saved presets do not affect other users.

Default Grids to Working Facility Preference

Users can choose to have all grids automatically follow their current Working Facility, regardless of any facility filter saved in a preset. This preference is managed individually per user and is off by default, preserving existing behavior.

To enable this preference:

  1. Click your user name or avatar in the top-left corner of Fleet360 to open your Profile Settings.

  1. Locate the Default Grids to Working Facility checkbox and check it to enable. See: User Profile Preferences.

  1. All applicable grids will now load using your current Working Facility. If you change your Working Facility, grids update automatically.

To disable, uncheck the box—grids will return to honoring saved preset facility filters. Enabling or disabling this preference never modifies or deletes any saved preset configurations.

Refer to https://docs.rtafleet.com/fleet360-articles-table-of-contents/master-list-functions-table-of-contents/customizing-master-list-columns/#CustomizingMasterListColumns-CreatingPresetViews for instructions on creating and managing presets.

Columns appearing on the WO Master List

There are a number of columns available for display on the WO Master List. These columns can be sorted and some even be filtered. The description of each is listed below. Users can use the “Column Chooser” option to remove or add columns. Refer to Customizing Master List Columns for instructions on doing so if needed.

Expand to see the list of columns available

 Expand to see the list of columns available

Column Title

Purpose

Facility

Facility assigned for WO

WO

Unique number assigned to the work order

WO Status

Status of the vehicle in the WO. Refer to Work Order Status

Vehicle Facility

Facility where the asset/vehicle is assigned

Vehicle

Vehicle that is assigned that the WO is for

Customer Facility

Facility number where the customer is assigned

Customer Number

Unique Identifying number for the customer

Customer Name

Name of Customer

Priority

The priority number assigned to the WO (you can view/edit priority codes in, Maint. & Repair> Settings> Priority

Status

The status of the WO

Shop ID

The unique number for the Shop ID where the WO resides

Notes

The notes for the WO

Vendor

The Vendor listed on the WO

Vendor Facility

Facility number for the Vendor

PO Number

The number for an attached PO

Reason Code

The reason code assigned to the WO (you can view/edit priority codes in, Maint. & Repair> Settings>Reason

Vehicle Department

The department for the vehicle

Vehicle Make

The Make of the vehicle

Vehicle Model

The Model of the vehicle

Vehicle Year

The year of the vehicle

Created Date

Date when the WO was created

Close Date

The date the WO was closed

Completed Line Count

The amount of lines that have been completed on the WO

Created By

The user that created the WO

Invoice Number

The number of the invoice for the WO

Invoice Date

The date the invoice was created for the WO

Labor Account Code

Account code for labor

Line Count

The number of lines on the WO

Outside Account Code

Account code for outside work

Parts Account Code

Account code for parts

Shop Supplies Account Code

Account code for shop supplies

Start Date

Date the labor started on the WO

Tax Account Code

Account code for taxes

Transaction Count

Total number of transactions for WO

Understanding Status vs. WO Status

The WO Master List includes two distinct status columns. Understanding the difference helps you filter and interpret results correctly.

Column

What It Represents

Status

The lifecycle coding of the WO—whether it is Open, Closed, or Ready For Review. This controls whether the WO can still accept transactions.

WO Status

A configurable, shop-defined label that reflects where the WO sits in your shop’s workflow (e.g., “In Progress,” “Waiting on Parts,” “With Vendor”). Custom WO Statuses are set up by your administrator. See Work Order Status Setup for details.

WO Statuses

Status Title

Meaning

Open

The WO is open

Closed

The WO is closed

Ready For Review

The WO is completed and waiting review for closure

Actions that can be performed on the WO Master List

There are multiple actions that can be taken from the Work Order Master List at the click of a button. Below is a list of actions that can be performed from the list. Detailed instructions for each may be located elsewhere and a link to the appropriate article will be provided.

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