Service workorder data that can be entered as descriptive text

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Service workorder data that can be entered as descriptive text

We will identify here the service workorder data fields that are selectable to be included via descriptive text in a QuickBooks invoice via QBI

 

Where ever you see text that is preceded and followed by a ~ symbol in each of the text areas - these are referred to as tokens

 

Tokens in the descriptive text template denotes to QBI to obtain the data for that token from the service workorder if applicable.

 

For example,  ~W0#~ will be replaced by the service workorder number.

 

Each of the text areas corresponds to a section of a AyaNova service workorder.

 

If the service workorder data field is not listed here, than it can not be entered as descriptive text on a QuickBooks invoice via QBI - it is suggested to enter it manually in the QuickBooks invoice itself, or instead print out a Detailed Completed Workorder report to accompany the invoice so that all details are provided to the client along with the invoice.

 

From the service workorder header fields text area section:

 

Screenshot below shows the correspondence of the service workorder header fields with the selection in the descriptive text template.

 

Select Client contact to insert the ~CONTACT~ token to represent the data from the billable service workorder's Contact field  into the workorder header fields text area

Select Client reference number to insert ~CREF#~

Select Internal reference number to insert ~OURREF#~

Select Project name to insert ~PROJ~

Select Workorder client name to insert ~CLIENT~

Select Workorder number to insert ~WO#~

Select Workorder service date to insert ~SERVDATE~

Select Workorder status name to insert ~STAT~

Select Workorder summary to insert ~DESC~

 

insertheader

 

From the workorder items fields text area section:

 

Screenshot below shows the correspondence of the service workorder item fields with the selection in the descriptive text template.

 

Select Workorder item summary to insert the ~ITEM_SUMMARY~ token to represent the data from the billable service workorder item's Item Summary field into the workorder items text area

Select Workorder item service notes to insert ~ITEM_SERVICE_NOTES~

Select Workorder item type to insert ~ITEM_TYPE~

Select Workorder item request date to insert ~ITEM_REQUEST_DATE~

Select Workorder item status to insert ~ITEM_STATUS~

 

 

 

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From the Unit text area section:

 

Select AyaNova unit display format to insert the ~AYAFORMAT~ token to represent the Global Settings format of the selected unit in that billable service workorder into the Unit text area

Select Unit serial number to insert ~UNIT_SN~

Select Unit meter reading to insert ~UNIT_METER~  (note - only a meter reading that was entered via the meter reading steps as outlined in the AyaNova Help file How To enter a unit meter reading via a Service Workorder)

Select Manufacturer to insert ~UNIT_MAKE~

Select Unit model name to insert ~UNIT_MODEL_NAME~

Select Unit model number to insert ~UNIT_MODEL_DESC_NUMBER~

 

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From the Labor text area section:

 

Screenshot below shows the correspondence of the service workorder Labor with the selection in the descriptive text template.

 

Select Start date and time to insert the ~SERVICE_START~ token to represent the Labor record's Start Date & Time into the Service text area

Select Stop date and time to insert ~SERVICE_STOP~

Select Quantity to insert ~SERVICE_QUANTITY~

Select Rate name to insert ~RATE_NAME~

Select Technician to insert ~SERVICE_TECH~ (this is the schedulable user that is selected in the Labor record)

Select Details to insert ~DETAILS~

Select No charge quantity to insert ~NO_CHARGE_QUANTITY~

 

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From the Travel text area section:

 

Screenshot below shows the correspondence of the service workorder Travel with the selection in the descriptive text template.

 

Select Start date and time to insert the token ~TRAVEL_START~ to represent the Travel's record Start Date & Time of the invoiced workorder item into the Travel text area

Select Stop data and time to insert ~TRAVEL_STOP~

Select Quantity to insert ~TRAVEL_QUANTITY~

Select Travel rate name to insert ~TRAVEL_RATE_NAME~

Select Technician to insert ~TRAVEL_TECH~

Select Details to insert ~TRAVEL_DETAILS~

Select Distance to insert ~TRAVEL_DISTANCE~

Select No charge quantity to insert ~TRAVEL_NO_CHARGE_QUANTITY~

 

 

inserttravel

 

From the Outside Service text area section:

 

Screenshot below shows the correspondence of the service workorder Outside Service with the selection in the descriptive text template.

 

Select Repair price to insert the token ~REPAIR_PRICE~ to represent the Repair Price field from the Outside Service section of the service workorder item  into the Outside Service text area

Select Shipping charges to insert ~SHIP_CHARGE~

Select Date sent to insert ~SENT~

Select Date returned to insert ~RETURNED~

Select Notes to insert ~NOTES~

 

insertoutsideservice

 

 

From the Expenses text area section:

 

Screenshot below shows the correspondence of the service workorder Expenses with the selection in the descriptive text template.

 

Select Charges to insert the token ~CHARGES~ to represent the Charge Amount field from the Expenses record for the invoiced workorder item into the Misc.Expenses text area

Select Summary to insert ~SUMMARY~

Select Description to insert ~DESCRIPTION~

Select Technician to insert ~TECH~

 

insertexpenses

 

From the Loans text area section:

 

Screenshot below shows the correspondence of the service workorder Loans with the selection in the descriptive text template.

 

Select Item loaned to insert the token ~ITEM~ to represent the Loan Item from the Loans section of the service workorder item that is invoiced into the Loans text area

Select Charges to insert ~CHARGE~

Select Loaned Date to insert ~LOANED~

Select Returned Date to insert ~LOAN_RETURNED~

Select Notes to insert ~LOAN_NOTES~

 

 

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