Boatyard Manager - Creating a New Works Order

Boatyard Manager - Creating a New Works Order

Boatyard Manager - Creating a New Works Order

Quick Intro

Everything in the Boatyard Manager is driven by Works Orders - these are the specifications for services requested by the customer. A Works Order goes through a lifecycle:
  1. Creation - the Works Order is first drafted.
  2. Delivery - presentation to the customer.
  3. Confirmation - the Works Order is confirmed as definitely going ahead.
  4. Execution - the jobs on the Works Order are completed and marked off as such.
  5. Invoicing - the Works Order is billed to the customer.
  6. Payment - the Invoice is paid and allocated.

This article explains how to create a new Works Order.

Notes
This article applies to Havenstar versions 3.34 onwards.

Where To Find It

Open the Boatyard Manager from the Nav Bar, in the Services section, then select the Works Orders tab at the top of the Boatyard Manager screen.

A screenshot of the Works Orders screen in the Boatyard Manager, with everything blurred except the Works Orders button and the title bar.













Creating a Works Order

Getting Started

When you navigate to the Works Order screen, you'll be prompted to create a Works Order for the current Active Boat. If this is not the boat you want, select No to search for a different boat.

At any other time, you can also click the green plus button to start a new Works Order.

Jobs & Services

Click the Add button at the bottom of the Works Order Items grid to start adding services to the Works Order. By default, you will be presented with a list of specific Boatyard services, but you can add any product or service to the Works Order.

You can make changes to existing lines using the Edit, Delete, and Discount buttons. You can also add free text using the Add Text button, which will be displayed on the PDF Works Order, and visible to the customer.

Use the yellow Save button at the top to save your changes as you work, or discard them with the red X button.
A screenshot of a Works Order showing services in the Works Order Item grid.

Scheduling

Jobs must be assigned to an appropriate resource to be scheduled. To start scheduling, click the empty space where a Start Date would be against the service or job that you want to schedule. The screen will enter Scheduling Mode. On the right-hand side, under Diary, select the appropriate resource, and then use the calendar widget to drag a slot from start time to finish time, on the day that you want to shedule.

Info
The calendar widget only shows 3 days at a time -  go back to the Works Order Items grid and change the Start Date to see a different range.

A screenshot of a Works Order showing the scheduling options and resource selection for a job.


Hardstanding/Storage Ashore

At the bottom of the screen, you can configure the storage details using the Hard Standing Stay Details section. Select the dates and tariff as required using the widgets. If you don't want to charge for the storage, you can untick Charge For Stay.

The orange pen button opens the Berth Availability screen for advanced berth selection.

Billing and Communications

The top section of the Works Order shows a cost summary, and some information about the Works Order, including:
  1. Whether it has been Confirmed.
  2. Whether it has been Invoiced.
  3. Whether it has been Paid.
Using the action buttons at the top, you can also:
  1. Preview the Works Order as a PDF, as well as download this or print or email it to the customer.
  2. Apply a discount to the entire Works Order.
  3. Raise the invoice for the Works Order.
  4. Create or delete a Works Order, or search for a different, existing Works Orer.
A screenshot of a Works Order showing the summary and action buttons.

Adding Additional Services

Materials & Labour

The Works Order items grid has additional tabs where you can add Materials and Labour:
  1. Materials - if you are using the Havenstar Stock Management Module, any materials added to a Works Order will be counted as "WIP" in the stock report.
  2. Labour - labour can be charged by the hour, and you can also indicate which team member is doing the work.

Cradles

The Boatyard Manager can keep track of how many cradles are in use for hardstanding storage, and these can be assigned to a hardstanding stay using a Works Order. Simply use the Cradle Type drop-down in the Hard Standing Stay Details section to assign a cradle. This will subtract from the count of available cradles, and the cradle will be displayed on the marina graphic.



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