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Level 1

I need to be able to generate work orders, i'm currently running QBO. I understand its not offered in QBO currently, so which version do I need ?

 
9 Comments
Anonymous
Not applicable

Re: I need to be able to generate work orders, i'm currently running QBO. I understand its not of...

Hello, 805glass.

 

QuickBooks Desktop Premier and Enterprise have a feature called Sales Order. This can be modified into a work order form. The sales order feature does exactly as the work order which they link orders to specific customers and invoices.

Here’s how to convert sales order form into work order:

  1. Click Edit at the top and select Preferences. Choose Sales and Customers from the left menu and go to Company Preferences.
  2. Check the box next to Sales Orders and click Ok. Click the Sales Oder icon from the Home screen.
  3. In the Create Sales Order window, click the Formatting tab then click Manage Templates.
  4. Select Custom Sales Order then Copy.
  5. Name the new template by Work Order into the Template Name field. Click Ok to start customizing.
  6. Click Additional Customizing to check all options then select Header and change it Work Order.
  7. Check both boxes next to Ship Date to include a field on the work order form for scheduling jobs. Change the text to something more appropriate like Scheduled Date or Job Deadline.
  8. Select Columns and clear the second check boxes next to Rate and Amount if you want to prevent your rates and charges from appearing on the printed work order. You can still enter this information on the computerized form for invoicing purposes.
  9. Make any other customization as appropriate for your company, and then click OK twice to exit the template. You can now enter a work order. Click Sales Orders on the Home screen and select Custom Work Order from the Template drop-down menu, when you need to return to the work order form later.

In QuickBooks Online, you can use the concept of Estimate. This feature also links to customers and can also be converted into invoice.

For additional information on how to create Estimate please check this article: https://quickbooks.intuit.com/tutorials/lessons/estimates/ 

 

Feel free to visit the Community space if you have other questions about QuickBooks.

Level 1

Re: I need to be able to generate work orders, i'm currently running QBO. I understand its not of...

I need to do the same thing, generate work orders. I have followed all the instructions to change a sales order to a work order.. I now need to know how to get the customer phone number to appear on my work order, as like when I choose a customer, the address comes up with it, I need the phone number to show as well and not have to enter every time.

QuickBooks Team

Re: I need to be able to generate work orders, i'm currently running QBO. I understand its not of...

I know a way on how you can add the phone number, safeguardpc1.

 

You can add the phone number in the work order by customizing the template.

 

Here's how:

 

  1. Click Lists on the top menu.
  2. Choose Templates.
  3. Double click the customized work order you've created.
  4. Select Layout Designer.
  5. Click Add and choose Data Field.
  6. Select Customer Contact.
  7. Click OK. You may need to move the field.
  8. Click OK to save the changes.

I've provided a screenshot for your reference.

 

You can check out this article for more details about customizing form templates: Use and customize form templates.

 

Feel free to reply to this thread if you need anything else with work order. I'm here to help.

Level 1

Re: I need to be able to generate work orders, i'm currently running QBO. I understand its not of...

Thank you.. 

I will do this.  Also another question, I was able to make a work order using the sales .

However when I go to use it, it says I need to add an account to it? 

I have QB PRO 2019 Desktop.  Do you have any suggestions?  Really dont want to buy a whole new program to generate work orders..

Moderator

Re: I need to be able to generate work orders, i'm currently running QBO. I understand its not of...

Hello safeguardpc1,

 

I appreciate you for seeking assistance here in the Community. It would be my pleasure to help provide clarification regarding the message you encounter when creating a sales order in QuickBooks Desktop.

 

Right now, the ability to create a sales order is only available in the Premier and Enterprise version only. The error prompt message to assign an account happens due to the compatibility when using Pro. 

 

The only workaround available if you don't want to upgrade QuickBooks is by using the Estimate feature. You can rename the template as a work order by following these steps: 

 

  1. Open QuickBooks Desktop.
  2. Click the List tab at the top menu bar.
  3. Click Templates.
  4. Click the drop-down next to Templates.
  5. Click New.
  6. Select Estimate, and click OK.
  7. Click Manage Templates.
  8. Next to Template Name, enter the name you want (example: work order).
  9. Click OK.

Here's a sample screenshot for your visual guide:

 

 

For your future reference, I'm adding the article about creating sales order:

 

Create a sales order.

 

I'm always here if you seek additional assistance about sales orders. The Community has your back.

Level 1

Re: work order vs sales order numbers

Hi,

using qb desktop prem. 2019

 

In order to keep job numbers the same we are creating an estimate at a "zero" amount an then the job/work order number to agree.  is there another way to do this to keep me from having all of these estimates at a zero value?

Highlighted
Moderator

Re: work order vs sales order numbers

Hello there, mrzdockwalker.

 

To make sure I'm on the same page, may I ask in which field you enter the job number when creating an estimate? This way, I can provide the right solution for your question. 

 

In the meantime, the number used in each transaction increments based on the previous number entered. Thus, it will not keep the same number if you linked two transactions. 

 

As a workaround, you can enter in the memo field the job number for tracking purposes. For additional reference, you can use the following article about how to modify templates, make a copy, and import or export them: Use and customize form templates.

 

Drop me a comment below if you have other report questions. I'd be happy to help you some more. Have a nice day ahead!

Level 1

Re: work order vs sales order numbers

We use the next estimate number in line as the estimate number, job number, and work (sales order) number.  I added a screenshot to hopefully help.

thank you! :)

QuickBooks Team

Re: work order vs sales order numbers

I did try to create a sales order with an amount as well as creating an estimate that has a value, mrzdockwalker.


Luckily, I was able to produce both transactions having the same number. 
 

Is this what you're trying to achieve? if so, it's very possible to enter a value in these transactions while keeping their numbers the same. If not, i'm very excited to know more about this. 

 

Don't hesitate to post them in the comments below. We'll be around to help anytime. 

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