Work Orders: Overview
Work Orders
Quick Summary: Request warehouse services beyond standard fulfillment, then follow the work order's status, cost, invoice, and history.
Overview
A work order asks Floship to perform a warehouse task, such as kitting, a quality check, a stock count, or custom handling. Each work order belongs to your account and records the work location and the service lines you request.
Open Work Orders from the main menu. The list shows the work orders your account can access.
Creating or changing a work order requires Work Orders write access. If you can open the page but + is missing, ask your company administrator to review your access.
Create a work order
- Select + in the Work Orders list.
- Complete the work order fields.
- Add at least one service line.
- Select Save. Save stays disabled while the line table is empty.
| Field | Required | Notes |
|---|---|---|
| Client Reference Number | No | Your own reference for the request |
| Floship Reference Number | No | An Floship reference for your records |
| Warehouse | Yes | The location that performs the work. Your default warehouse may be preselected |
| Order Type | Yes | The create form offers General |
Each service line needs a Description and a Qty/line. The quantity must be a whole number of 1 or more .
| Line control | What it does |
|---|---|
| + in the line table | Adds another service line |
| Description | States the work to perform |
| Qty/line | Sets the quantity for that line |
| Minus button at the end of the line | Removes the line |
A saved work order opens in New status. The order type cannot be changed after creation.
Track work orders
The summary strip at the top of the page shows these values:
| Widget | Meaning |
|---|---|
| Total WO | All work orders in the list |
| Avg. WO/Mo | Average work orders per month |
| In Progress | Work orders being processed |
| Completed | Finished work orders |
| Pending Confirmation | Work orders with a cost ready for your approval |
| Draft | Work orders set aside before processing |
| Invoiced WO | Work orders with an invoice |
| Non Invoiced WO | Work orders without an invoice |
Select Total WO, In Progress, Completed, Pending Confirmation, or Draft to filter the list. Avg. WO/Mo, Invoiced WO, and Non Invoiced WO are informational.
The list shows these columns:
| Column | Meaning |
|---|---|
| WO Date | Date the work order was created |
| Floship ID | Work order number. Select it to open the work order |
| Type | Work order type |
| Work Location | Warehouse or client location for the work |
| Client | Client account, shown to billing-company contacts |
| Client Reference Number | Your reference |
| Floship Reference Number | Floship reference |
| Status | Current status |
| Invoice | Invoice reference when the work order has been invoiced |
| Credit Notes | Credit-note references applied to the work order |
| Final Cost (USD) | Total cost, shown after Floship prices the work |
The Filter panel includes Status, Work Location, Work Order Type, Invoiced Status, and Has Credit Note. Billing-company contacts also see a Client filter. Work Order Type lists General, Kitting, Stock Count, QC Request, and Piece Count.
Use the WO Date picker to limit the list by creation date. The search box matches a work order number, status, or invoice reference.
To export, select one or more rows, or choose select all, then select Download. The export contains the work order lines.
The Custom Select panel filters the list by several values at once. Choose Floship WO Number or Invoice Reference, then enter values separated by line breaks, spaces, or commas.
Open and update a work order
Select the work order number in the Floship ID column. The detail view shows the summary, the Date Registered, and a service-line table with Service, Qty, and Cost/unit. A service or cost that is not set yet shows TBD.
Edit appears while the work order has no cost on any line and its status is not In Progress or Completed. In the edit form you can change the references, warehouse, and line descriptions and quantities. The order type is fixed.
Delete appears only while the work order is in Draft.
Expand History to see changes recorded for the work order.
Statuses and actions
The next step depends on the status:
| Status | What it means | Next step |
|---|---|---|
| Draft | Set aside and not processed | Mark as New, Cancel WO |
| New | Created and waiting for the next step | Request Quote, Mark as Draft, Cancel WO |
| Pending Quote | Floship is preparing the cost | Cancel WO |
| Pending Confirmation | The cost is ready for your approval | Approve when pricing is complete, Cancel WO |
| In Progress | Work is underway | Contact your Account Manager to change or cancel it |
| Completed | Work is finished | None |
| Canceled | Canceled before work started | None |
Request Quote moves a New work order to Pending Quote. When Floship confirms the quote, the status changes to Pending Confirmation. Approve accepts the cost and starts the work; it cannot be undone from the page.
If your account uses a balance or credit limit, approval can fail when available funds do not cover the final cost. Add funds or contact your Account Manager, then approve again.
You can cancel a work order in Draft, New, Pending Quote, or Pending Confirmation. Once the status is In Progress, ask your Account Manager for help.
Troubleshooting
| Issue | Cause | Solution |
|---|---|---|
| + does not appear | Your contact has read access without write access | Ask your company administrator to review your Work Orders access |
| Edit does not appear | Work is In Progress or Completed, or a line already has a cost | Ask your Account Manager to make the change |
| Approve does not appear | The status is not Pending Confirmation, or the pricing is incomplete | Check the status and wait for the confirmed quote |
| Approval fails with an insufficient-funds message | Available funds or credit do not cover the final cost | Add funds or contact your Account Manager, then approve again |
| Delete does not appear | Only Draft work orders can be deleted | Use Cancel WO instead |
| A work order is missing from the list | A status, location, type, date, search, or Custom Select filter is active | Clear the filters and search, then look again |
| Final Cost is empty | Floship has not priced the work order yet | The cost appears after the service lines are priced |
| Invoice is empty | The work order has not been invoiced yet | The invoice reference appears after invoicing |