Work Order in O2VEND ERP – Complete Professional Guide

The Work Order module in O2VEND ERP supports service-related operations, assembly tasks, job work processing, and internal work handling. It helps manage customer requests, track service details, record product usage, and generate accurate billing based on work performed.

This guide explains navigation, work order creation, product entry, totals calculation, and available actions.

Streamline Production, Service & Job Operations with O2VEND ERP

A unified cloud platform for managing work orders, job costing, production workflows, material tracking, and instant invoice generation—built for modern businesses.

🚀 Launch Store Instantly

Secure Cloud • Multi-Branch Support • High-Speed Performance

A Complete Guide to Managing and Tracking Work Orders

A Work Order is a formal instruction created by a business to record, manage, and track tasks or production jobs for customers or suppliers. It helps monitor what needs to be done, who is responsible, and how much it costs. In O2VEND, the Work Order feature allows you to generate and control all service or production-related jobs directly from your back office, ensuring every step is properly documented and accounted for.

By using Work Orders in O2VEND, businesses can streamline operations, manage timelines, and improve coordination between departments from order creation to delivery.

Purpose of a Work Order

Work Orders help both buyers and sellers maintain clear visibility and control over production or service activities.

For Businesses

Assign and track jobs for customers or internal departments.
Record job details, delivery timelines, and costs.
Manage multiple production or service tasks efficiently.

For Customers

Receive clear confirmation of the work being done.
Understand timelines, prices, and payment terms before job completion.

Key Components of a Work Order in O2VEND

Each Work Order in O2VEND includes important details that ensure clarity and accuracy throughout the process:

Work Order Number: A unique identifier for tracking and reference.
Customer Details: Name, address, and contact information.
Product or Service Details: Items or tasks included in the order, with SKU, quantity, and price.
Billing and Shipping Address: Where the order is billed and delivered.
Payment Terms: Details such as credit days or pending payment status.
Transport Details: Mode of delivery or shipping method.
Order Summary: Subtotal, tax, discounts, and final amount.

Creating a Work Order in O2VEND

To create a new Work Order, follow these steps in your O2VEND back office:

Accessing the Work Order Module

Go to the Orders -> Work Orders section from the main menu to view all existing work orders.

Creating a New Work Order

Click the Create Order button at the top-right corner to open a new Work Order form.

Adding Customer Information

Enter the customer's name and address. If the customer does not exist, add a new one directly from this screen.

Selecting Products or Services

Search and add the required products or tasks to the order, specifying the quantity, units, and price for each.

Filling in Additional Details

Update fields such as credit days, transport mode, and any remarks related to the order.

Saving the Work Order

After verifying all details, click Save or Save and Close. O2VEND will automatically assign a Work Order number for tracking.

Managing Work Orders

The Work Order list page displays all your existing orders with real-time status and payment updates.

List View Highlights

Each Work Order entry shows:

Creation date
Work Order number
Customer name or branch
Status (New, In Progress, or Completed)
Payment status (Pending, Completed, or Partially Paid)
Total amount

You can filter and search orders by date, branch, or customer to quickly find what you need.

Additional Work Order Features

Print or Download Work Orders
Create Invoice from Work Order
Clone Work Orders
Track Progress
Send Notifications to Customers or Vendors

Benefits of Using Work Orders in O2VEND

Simplifies job and service tracking.
Ensures better communication between departments.
Reduces manual work and data duplication.
Keeps financial and operational records accurate.
Streamlines the transition from work order to invoicing.

Work Order Edit Page

O2VEND ERP – Production, Service & Job Management Module

The Work Order Edit Page in O2VEND ERP allows businesses to modify, update, and finalize job-related information after the initial creation.
This page is optimized for production units, service centers, repair workshops, assembly lines, and any business requiring job costing, material tracking, or manufacturing workflow automation.

The interface includes powerful right-side action controls that streamline operations, reduce manual work, and ensure accurate documentation throughout the job lifecycle.

Explanation of Right-Side Action Buttons

Each action button performs a specialized operational function. Below is a detailed breakdown of these features.

1. Bulk Entry

Purpose: High-volume data entry for products or components.

Technical Capabilities:

Supports multiple line items in a single action
Reduces manual entry time
Ideal for BOM (Bill of Materials) and multi-part jobs
Optimized for barcode-based entries

Use Cases:
Manufacturing, assembly units, service centers, custom fabrication jobs.

2. Mark Complete

Function: Moves the Work Order into the Manufacturing Voucher Creation Stage.

Workflow Triggered:

Locks editable entries (optional based on settings)
Opens the Manufacturing Voucher Page for:
- Production completion details
- Output quantity updates
- Material consumption reports
- Job costing finalization

Why It Matters:
Ensures accurate inventory tracking and validates job closure in the workflow pipeline.

3. Print Pickup List

Generates a structured materials pickup list used in warehousing, stores, and dispatch teams.

Includes:

Required materials & quantities
Job reference ID
Customer or vendor linkage
Special notes for assembly/repair

Benefits:
Faster material preparation and reduced picking errors.

4. Create Invoice

Automatically converts a Work Order into a Sales Invoice.

Key Functions:

Imports all items, pricing, taxes, and totals
Eliminates duplication of data entry
Ensures accurate billing
Supports both B2B & B2C invoice formats

Business Impact:
Speeds up the payment cycle and simplifies accounting workflows.

5. Download Work Order (Print Format)

Exports the Work Order in a clean, audit-ready PDF layout.

Best For:

Customer approval
Vendor communication
Internal job documentation
Archive for compliance

Ensures standardized printed formats for audits and departmental communication.

Instantly share the Work Order through multiple digital channels.

Supported:

Email
WhatsApp
Messengers
Internal communication tools

Purpose:
Quick dissemination of job details without downloading files.

7. Clone

Creates an exact copy of an existing Work Order.

Technical Usage:

Replicates customer details
Replicates job components
Preserves pricing configurations
Creates a fresh Work Order ID

Ideal For:
Recurring production, repetitive service jobs, or bulk customer orders.

8. Notification

Enables job-based communication to customers and vendors.

Fields:

Notification Number – Mobile number for SMS/alerts
Notification Email – For automated email updates
Vendor – Supplier communication if job involves outsourced work

Clicking Save activates automated job notifications.

Outcome:
Improved customer transparency and vendor coordination.

Key Advantages of Using O2VEND Work Order Module

Real-time tracking of service & production workflows
Accurate job costing with material/labor mapping
Faster invoice creation
Reduced manual errors and duplicate entries
Standardized documents for audit & operational consistency
Integrated vendor and customer notifications
Barcode-enabled inputs for rapid processing
Cloud-based access across branches

Industry Use Cases

Manufacturing & Assembly

Component tracking
Production stage updates
Manufacturing voucher integration

Service Centers

Repair workflow
Spare parts usage
Service estimates to invoice flow

Workshops & Fabrication Units

Job cards
Machine operations
Quality checking

Retail, Jewellery & Custom Orders

Custom design tracking
Multi-step production
Material-based costing

Need Help with Work Order Setup?

Need Assistance with Work Order Configuration?

Guidance is available for setting up Work Orders, product entry, service configuration, and workflow optimization in O2VEND ERP.

Visit O2VEND Support

Accelerate Service & Production Workflow with O2VEND ERP

A unified cloud platform for job management, production tracking, cost calculation, and instant invoice generation—designed for modern business performance.