Work Orders: Overview
Work Orders
Quick Summary: Request special warehouse services such as kitting, quality checks, or custom tasks through work orders.
Overview
Work Orders let you request additional services from the warehouse beyond standard order fulfillment. Common uses include kitting (assembling product bundles), quality control inspections, stock counts, and other custom warehouse tasks.
Navigate to Work Orders in the main menu to access the work orders list.
Note: If you don't see Work Orders in your menu, contact your Account Manager to enable it.
Quick Start
- Navigate to Work Orders
- Click the + button in the top right
- Enter a Client Reference Number (optional)
- Select a Warehouse
- Add one or more service lines with Description and Quantity
- Click Save
- Your work order is created and Floship is notified for review
Summary Widgets
At the top of the Work Orders page, summary widgets show key metrics at a glance:
| Widget | Description |
|---|---|
| Total WO | Total number of work orders |
| Avg. WO/Mo | Average work orders per month |
| In Progress | Work orders currently being processed |
| Completed | Finished work orders |
| Pending Confirmation | Work orders awaiting review |
| Draft | Work orders not yet submitted |
| Invoiced WO | Work orders included in an invoice |
| Non Invoiced WO | Work orders not yet invoiced |
Click any widget value to filter the list to that status.
Work Order List
The list shows all your work orders with these columns:
| Column | Description |
|---|---|
| WO Date | Date the work order was created |
| Floship ID | Unique work order number assigned by Floship |
| Type | Work order type (e.g., General) |
| Work Location | Warehouse or client location where the work is performed |
| Client | Client name (shown for billing company accounts only) |
| Client Reference Number | Your own reference number (if provided) |
| Floship Reference Number | Reference number assigned by Floship (if applicable) |
| Status | Current work order status |
| Invoice | Associated invoice reference (if invoiced) |
| Final Cost | Total cost for the work order |
Sorting
Click column headers with sort arrows to sort by WO Date, Floship ID, Type, Status, or Invoice.
Filters
Click the Filter button to filter by:
| Filter | Options |
|---|---|
| Status | Draft, Pending, In Progress, Completed, Canceled |
| Work Location | Select from your assigned warehouses |
| Work Order Type | General, Kitting, Stock Count, QC Request, Piece Count |
| Invoiced Status | Yes / No |
Use the WO Date date picker to filter by date range. Use the search bar to find work orders by text.
Export
Click the download button to export your work orders as a file.
Custom Select
Click the list icon to search for specific work orders by Floship WO Number or Invoice Reference.
Creating a Work Order
- Click the + button in the top right of the work orders list
- Fill in the form:
| Field | Required | Description |
|---|---|---|
| Client Reference Number | No | Your internal reference for this work order |
| Floship Reference Number | No | A Floship order or reference to link to |
| Warehouse | Yes | The warehouse that will process the work order |
| Order Type | Yes | Type of work order — typically General (shown on creation only) |
- Add service lines:
| Field | Required | Description |
|---|---|---|
| Description | Yes | What work needs to be done |
| Qty/line | Yes | Quantity for this line (minimum 1) |
- Click the + button in the lines table to add more lines
- Click Save to create the work order
The work order is created and submitted to Floship for review.
Work Order Statuses
| Status | Description |
|---|---|
| New | Work order just created, awaiting Floship review |
| Draft | Work order saved but not yet submitted for processing |
| Pending Quote | Floship is preparing a cost quote |
| Pending Confirmation | Quote provided, awaiting your approval |
| In Progress | Work order is being processed at the warehouse |
| Completed | Work order has been finished |
| Canceled | Work order was canceled |
Status Flow
New → Pending Quote → Pending Confirmation → In Progress → Completed
You can cancel a work order while it is in New, Draft, Pending Quote, or Pending Confirmation status. Once a work order moves to In Progress, only Floship can cancel it.
Work Order Details
Click any work order in the list to view its details. The detail view shows:
Summary
| Field | Description |
|---|---|
| Floship ID | Work order number |
| Client Reference Number | Your reference (if provided) |
| Floship Reference Number | Floship reference (if provided) |
| Type | Work order type |
| Status | Current status |
| Date Registered | When the work order was created |
| Final Cost | Total cost (shown when available) |
| Invoice | Link to the associated invoice (if invoiced) |
| Work Location | Warehouse or client location where the work is performed |
| Credit Notes | Any credit notes applied (if applicable) |
Service Lines
A table showing each requested service:
| Column | Description |
|---|---|
| Service | Service item description (or "TBD" if not yet assigned) |
| Qty | Quantity requested |
| Cost/unit | Cost per unit (or "TBD" if not yet determined) |
Each line may also show its description below the main row.
Actions
Depending on the work order status and your permissions:
- Edit — Modify the work order (available when status allows editing)
- Delete — Remove the work order (available when status allows deletion)
- Approve — Approve a work order in Pending Confirmation status
- Cancel WO — Cancel a work order that has not yet started processing
History
The detail view includes a log of changes made to the work order.
Workflows
Workflow: Request a Custom Service
When: You need the warehouse to perform work beyond standard fulfillment.
Steps: 1. Navigate to Work Orders 2. Click + to create a new work order 3. Select the Warehouse 4. Add service lines describing the work needed 5. Click Save 6. The warehouse team reviews and processes your request
Result: Work order progresses through statuses until Completed.
Workflow: Cancel a Work Order
When: You no longer need a work order that hasn't started processing.
Steps: 1. Navigate to Work Orders 2. Click the work order to open details 3. Click Cancel WO 4. Confirm the cancellation
Result: Work order status changes to Canceled.
Troubleshooting
| Issue | Cause | Solution |
|---|---|---|
| Cannot create a work order | Missing permissions | Contact your company administrator to grant Work Orders access |
| Work order stuck in Draft | Not yet submitted for review | Review the work order details and ensure all required fields are filled |
| Cannot cancel a work order | Work order is already In Progress or Completed | Contact your Account Manager for assistance |
| Final Cost shows as TBD | Costs not yet assigned by Floship | Costs are determined during processing and appear when finalized |
| Work order not appearing in list | Filter active | Clear any active filters or search terms |
Related Documentation
FAQ's
What types of work orders can I create? You can create General work orders for custom warehouse tasks. Additional types may be available depending on your account configuration.
How long does a work order take? Processing time depends on the type of work requested and warehouse capacity. Monitor the status in the work orders list.
Will I be charged for a work order? Yes, work orders are billable. The Final Cost appears once Floship determines pricing. The cost is included in your next invoice.
Can I edit a work order after creating it? You can edit a work order while it is in an editable status (typically Draft). Once processing begins, changes are no longer possible.