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Using NolaPro > Orders > Service Orders
Edit Service Order Play Movie

View/change an existing open order.
  1. From the Main Menu, select Orders -> Service Orders -> Edit Order.
  2. Your screen should look similar to this:
  3. If you are adding a new order, then click on the Add New button, then view Help for New Service Orders found in the Related Topics section at the bottom of this Help screen.
  4. To select an existing order to update, enter any known data into the following categories (NOTE: The more information you fill in, the shorter the list of possible matches will be):

    1. Order #: If you know the order number you can enter it here and leave the remaining fields blank.
    2. Purchase Order: Search for orders by the purchase order number assigned, if applicable.
    3. Customer Name: Enter Customer Name to bring up a drop-down of possible matches. If you want to search by phone, zip code, etc., use the Lookup button for detailed searches.
    4. Show Notes: Check this box if you want to see the general notes about this order.
    5. Notes Search: Enter keywords to use as search criteria, if desired.
    6. Include Which: Select STATUS of orders to be included in list (All Orders, Open Orders Only, Closed Orders Only, or Pending Quotes).
  5. Click the Next button. If there is more than one possible match, you must select the right one from the list, which should look similar to this:
  6. To return to the previous screen, click on the Back button.
  7. Click on the Order Number you would like to view or change. In the status column you can see if the order is Open or Billed (had an invoice created in Receivables). Your screen should look similar to this:

    NOTE: If you selected a Completed order, you can only PRINT the order, not edit it.

  8. Edit any information desired. To ADD a line item (parts) to an order, click on the small Add button on one of the blank lines. If you need to add more items and the screen is full, click on the Add More Lines button at the bottom of the screen. For instructions on entering Line Items, see the Adding Line Items(Parts) to an Order topic in the Related Topics section at the bottom of this Help screen.
  9. At the bottom of the screen, you can alter the estimated price of the job by changing the amount.
  10. Existing Credit Card Deposits will be displayed at the bottom of the screen. An example is shown below:
  11. Add a Deposit. At anytime you can add a deposit by clicking on the Add Deposit Button. That will bring up the following:
    1. Deposit With Order: Enter the amount of the deposit.
    2. Payment Method: Select payment method from the drop-down list.
    3. Check Number if paid by Check: Enter the check number if payment is by check to facilitate tracking in reports.
    4. Account Deposited To: Checking Account (or petty cash) where the payment received will be deposited.
    5. Deposit Date: This will default to the current date, but if you happen to be applying the deposits after the fact, you may need to change the date to keep accounting straight.
    6. When you have entered the information on this screen, click on the Save button to continue. If the payment was NOT by credit card, the transaction will now be complete. However, if the payment WAS a credit card, then the standard credit card information screen will appear:


  12. To get a shipping quote (or to enter a shipping charge), click on the Get Shipping Quote button. This calls the shipper web interface to find current shipping data.
  13. To add time to the order, click on Add Labor Time To Order clock button. For instructions on entering time into a Service Order, click on the Log Time topic in the Related Topics section at the bottom of this Help screen.
  14. To add blocks of ORDERED Time to the order, click on Add Time Ordered to Order clock button. For instructions on entering ordered time into a Service Order, click on the Ordered Blocks of Time topic in the Related Topics section at the bottom of this Help screen.
  15. To Edit the SHIP-TO Address, click on the Edit Shipto button. This will changed your screen to appear as below:

    Enter the new ship-to address (or partial address) to bring up a list of possible matches, or use the Add button to add a new ship-to address. You will need to refresh the screen after closing the Add screen after adding a new address in order for it to be selectable on this page.

    When selected, click the Next button to return to the service order detail screen.
  16. To save your changes, click the Save button.
  17. To create an invoice for this order, click the Invoice Now button. You will see a screen confirming the creation of the invoices and allowing you to view them. Your screen will look similar to this:
    1. To return to the previous screen, click on the Back button.
    2. To view/print the invoices, click on the Print Invoices button. Note: The number of invoices created will be displayed in the parenthesis.
  18. To delete the Service Order, click the Delete button. NOTE: The Delete button will not display if a Customer Deposit is entered on this order. You must void the Customer Deposit in order to delete the order.
  19. To print a Service Order Ticket, click the Print button. The following screen will appear:
    1. Click List to view the Orders Open report.
    2. Click Edit to edit the order.
    3. Click Print to print the order.
    4. Click Email to email the order.
    5. Click Proforma Invoice to print a proforma invoice. This feature is available as an Add-on.



NOTE: At the very bottom is an area where you can attach documentation about this order (an agreement, a picture of the piece you are to produce, etc.).

To add a new attachment, click on UPLOAD. To see how this entire process works, click on the Attaching Files link below in the Related Topics Section of this Help screen.

Also at the bottom of the screen you can add dated notes about this order if you have Order Notes Add-on activated.

If you have the Survey Manager Add-on installed and have an active survey, it will also display at the bottom. For more information about setting up and completing surveys, click on the Survey Manager link below in the Related Topics Section of this Help screen. Survey information will also display in the Order Notes Add-on if you have it activated.

Related topics: