Work Order system switches info
Overview
Work Order system switches are company-wide settings that turn optional Work Order behavior on or off — for example, whether 3C notes appear on a job, whether work order numbers are typed in or generated by the system, or whether the Work Order Status feature is in use. An administrator sets them under Admin → System Switches → Work Order. Use this reference to look up what a setting controls; for step-by-step instructions and screenshots, refer to Work Order System Switches. Settings are listed by the name shown on the System Switches screen.
System switches apply to everyone. Changing a switch changes Fleet360 for every user in the company, so do not change one to work around a problem a single user is having. If one user cannot add lines, post, or close where others can, the cause is almost always that user’s group permissions or facility access; see Work Order permissions.
Reference content
Job and line behavior
Setting | What it controls | Notes |
|---|---|---|
3C Notes | Shows the Complaint / Cause / Correction (3C) notes fields on a job in addition to the standard job notes. | See Job fields for the 3C fields themselves. |
Required WO Line Notes | Requires technicians to enter job notes when completing a job in Paperless Shop or closing a job on the Work Order. Related settings set the minimum number of characters for line, complaint, cause and correction notes. | |
Quantity Overrides | Allows a part to be posted to a job when Fleet360 shows zero quantity on hand, taking the quantity negative instead of stopping the posting. | Found under the Parts system switches. |
Use Cause Codes | Prompts for a cause code on each job. Codes are defined in System Codes. | |
Use Reason Codes | Prompts for a reason code on each Work Order. Codes are defined in System Codes. | |
Use Priority Codes | Prompts for a priority code on each Work Order. Codes are defined in System Codes; turn off if you enter work orders after the work is done. | |
Use Work Accomplish Codes | Prompts for a work accomplished code when a job is closed. | Applies when closing one job or several at once. |
Use Part Warranty Return Verification | Flags warrantied parts posted to a job so they must be verified as returned to the parts department before the job can be closed. | Found under the Parts system switches; verifying needs the Verify Part Warranty Return permission. |
Work order numbering and creation
Setting | What it controls | Notes |
|---|---|---|
WO Numbers Numeric or AlphaNumeric | Whether Work Order numbers can contain letters (alphanumeric) or numbers only. | |
Work Order Numbering | Whether Work Order numbers are generated by Fleet360 or entered by the user. | Do not change this once Work Orders are in use. |
Allow WO Number Override | Lets a user type a different number over a system-generated Work Order number. | |
Outside WO / Create PO | Prompts for a vendor when creating an outside (sublet) Work Order. | |
Auto Create PO from Outside Job | Automatically creates a purchase order when an outside job is added. | |
Prompt for PO # in WO | Asks for a PO number when a vendor is entered on a new Work Order. | |
Use Customer Billing | Whether the Customer field on a new Work Order is skipped, optional, or required. | A required customer must exist in the customer file. |
Use Shop Codes | Whether a shop code (for example Paint Shop or Body Shop) is prompted for on each Work Order, and whether it must match the shop code list. | |
Max WO Lines | The maximum number of jobs allowed on one Work Order (up to 99). |
Status, dates, and templates
Setting | What it controls | Notes |
|---|---|---|
Work Order Status (Use Work Order Status) | Turns on the Work Order Status feature: the WO Status column on the Work Orders list, the status field on the Work Order, and the status history. | Statuses are defined under Work Order Status Setup. When this is off, Automatic Vehicle Status Update controls whether the asset’s status changes as jobs are added and closed. |
Work Order Default Dates | The default posting date offered when posting to a Work Order: today’s date, or the previous posting date. | |
Work Order Dates (Work Order Closing Date) | The date used as the Work Order closing date: the posting date, or today’s date. | |
Replace Notes | Whether notes from a Work Order template replace the Work Order’s existing notes. | |
Close WO's in Paperless Shop (Close Work Orders) | Prompts the technician to close the Work Order when they clock off the last open job in Paperless Shop. | |
VMRS System Level | How much of the VMRS code is used on jobs: the full code, system and assembly, or system only. | See Job fields for the Job VMRS field. |
Print WO Costs | Whether part and labor costs print on the Work Order: always, never, or prompt each time. | |
Create PDF on Close | Whether a Work Order PDF is created when the Work Order is closed: no, always, or prompt. |
Paperless, parts, labor, and quick repair
Setting | What it controls | Notes |
|---|---|---|
Share Paperless Jobs | The default for the Share Paperless option when a new job is added. | |
Centralized Parts | Uses a shared parts master list across facilities. | Found under the Parts system switches. |
Use Common Parts | Shows commonly used parts as suggestions on the Parts posting screen, based on what has been posted to similar jobs. | Found under the Parts system switches. |
Track Labor on Quick Repairs | Automatically clocks the technician in for labor when a Quick Repair is created. | |
Flat Labor / Actual Hours | Whether labor posts at estimated (flat rate) hours or actual hours, and whether the flat rate comes from the system rate or the employee file. | |
Flat Labor Rate | The system labor rate used when Flat Labor / Actual Hours is set to Flat Rate with the System rate. | |
Non Zero Estimated Hours | Prevents a job from being saved with zero estimated hours. | |
Overhead / Shop Supplies | Whether shop supply (overhead) charges use the rate on the customer file or the facility file. | |
WO Line Account Codes | Validates job account codes against the account code list. | |
Duplicate Inspection Defect | Allows duplicate jobs to be created from inspection defects. |
Features that are not system switches
Some Work Order features are part of the modules included in your subscription rather than a system switch — for example tire posting, warranty posting and Work Order Status Setup. If a tab or screen described in this documentation is not available to you, ask your administrator whether it is included in your setup. See Posting types.