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Item Type:

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The Work Order handles any type of work done, from simple one-time Service Calls to complex Projects divided into Job Stages for different phases of work.

\n

The Work Order manages all steps of a job from the initial Customer call through Estimating, Problems/Repairs, Scheduling, Job Progress, T/M Recording, Job Costing, Billing and more, all in one set of easy-to-use screens.

\n

The unified work flow in the Work Order process eliminates commonly found problems. Many general accounting software packages identify Parts and Labor for work done only at the final stages, like invoicing. To track activity earlier, businesses often buy supplementary software, and then find that compatibility issues and duplicate entries make non-integrated solutions cumbersome.

\n

Workorder Status:

\n\n\n

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GL Accounts (General Ledger Accounts) in Optsy Field Management Software refer to the individual accounts used in the company's financial record-keeping system.

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Account Type:

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    \n
    • \n

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    \n
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    • \n

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    • \n

  • Part

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    • \n

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\n
    \n

  1. Invoice Syncing: Automatically sync invoices created in Optsy with QuickBooks Online for easy tracking and payment processing.

    \n
    2. \n

  2. Payment Tracking: Payments received in QuickBooks can be reflected in Optsy, helping keep your service records and financial data aligned.

    \n
    3. \n

  3. Customer Syncing: Customer information from Optsy can be transferred to QuickBooks, ensuring consistency across both platforms.

    \n
    4. \n
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FormID : A unique number given to each form. Used as a reference in other tables.·

\n

FormName : The name or title of the form.·

\n

Description : Extra details about what the form is for.·

\n

CreatedBy : The person who made the form.·

\n

CreatedOn : The date and time the form was created.·

\n

Linked to : `Questions.FormID`, `Responses.FormID`

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QuestionID : A unique number for each question.·

\n

FormID : Connects this question to its form.·

\n

ParentQuestionID : If it’s a sub-question, this links to its main question.·

\n

TriggeringOptionID : Which option makes this question appear.·

\n

QuestionText : The actual question text.·

\n

AnswerType : The kind of answer expected (text, number, etc.).·

\n

IsMandatory : If true, user must answer this question.·

\n

DisplayOrder : Order this question appears in the form.·

\n

Linked to : `Forms`, `Questions`, `Options`, `Answers`

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OptionID : Unique number for each option.·      

\n

QuestionID : Connects the option to its question.·      

\n

OptionText : Text shown as the option.·      

\n

DisplayOrder : Position of the option under the question.·      

\n

Linked to : `Questions`, `Answers`, `TriggeringOptionID`

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· AnswerID : Unique ID for each answer.
· ResponseID : Which submission this answer is part of.
· QuestionID : Which question this answer is for.
· AnswerText : Text answer (for text/number types).
· SelectedOptionID : The chosen option (for dropdown/radio).
· IsChecked : True/false for checkbox answers.
· Linked to : Responses, Questions, Options

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\"6faca776-9f87-47f3-a749-6d02d6a3e0c5\",\r\n\t\t\t\t\"ParentQuestionID\": \"9d9cf542-2086-4ba3-b328-2b967c6cd73c\",\r\n\t\t\t\t\"TriggeringOptionID\": \"0316d59d-2cde-41c6-bb4a-bbaf10210a10\",\r\n\t\t\t\t\"QuestionText\": \"Please Describe\",\r\n\t\t\t\t\"AnswerType\": \"Text\",\r\n\t\t\t\t\"IsMandatory\": false,\r\n\t\t\t\t\"DisplayOrder\": 1,\r\n\t\t\t\t\"ActionType\": \"U\"\r\n\t\t\t\t},\r\n\t\t\t\t{\r\n\t\t\t\t\"QuestionID\": \"453618c9-63e5-45a3-80e6-be1fa4575462\",\r\n\t\t\t\t\"FormID\": \"6faca776-9f87-47f3-a749-6d02d6a3e0c5\",\r\n\t\t\t\t\"ParentQuestionID\": null,\r\n\t\t\t\t\"TriggeringOptionID\": null,\r\n\t\t\t\t\"QuestionText\": \"Which cuisines do you like?\",\r\n\t\t\t\t\"AnswerType\": \"Checkbox\",\r\n\t\t\t\t\"IsMandatory\": false,\r\n\t\t\t\t\"DisplayOrder\": 2,\r\n\t\t\t\t\"ActionType\": \"U\"\r\n\t\t\t\t},\r\n\t\t\t\t{\r\n\t\t\t\t\"QuestionID\": \"a7430f66-95d2-4cb0-8a51-4a82d19f4733\",\r\n\t\t\t\t\"FormID\": \"6faca776-9f87-47f3-a749-6d02d6a3e0c5\",\r\n\t\t\t\t\"ParentQuestionID\": null,\r\n\t\t\t\t\"TriggeringOptionID\": null,\r\n\t\t\t\t\"QuestionText\": \"What is your age?\",\r\n\t\t\t\t\"AnswerType\": \"Number\",\r\n\t\t\t\t\"IsMandatory\": true,\r\n\t\t\t\t\"DisplayOrder\": 3,\r\n\t\t\t\t\"ActionType\": \"U\"\r\n\t\t\t\t},\r\n\t\t\t\t{\r\n\t\t\t\t\"QuestionID\": \"b31a3560-ab8f-4d9a-b417-df78bfab4fe3\",\r\n\t\t\t\t\"FormID\": \"6faca776-9f87-47f3-a749-6d02d6a3e0c5\",\r\n\t\t\t\t\"ParentQuestionID\": null,\r\n\t\t\t\t\"TriggeringOptionID\": null,\r\n\t\t\t\t\"QuestionText\": \"Do you prefer to share your birth year?\",\r\n\t\t\t\t\"AnswerType\": \"Radio\",\r\n\t\t\t\t\"IsMandatory\": false,\r\n\t\t\t\t\"DisplayOrder\": 4,\r\n\t\t\t\t\"ActionType\": \"U\"\r\n\t\t\t\t},\r\n\t\t\t\t{\r\n\t\t\t\t\"QuestionID\": \"0b426f63-e171-4cd6-b834-0fe280a4953e\",\r\n\t\t\t\t\"FormID\": \"6faca776-9f87-47f3-a749-6d02d6a3e0c5\",\r\n\t\t\t\t\"ParentQuestionID\": null,\r\n\t\t\t\t\"TriggeringOptionID\": null,\r\n\t\t\t\t\"QuestionText\": \"How many hours do you spend on the internet daily - Mera Man\",\r\n\t\t\t\t\"AnswerType\": \"Text\",\r\n\t\t\t\t\"IsMandatory\": false,\r\n\t\t\t\t\"DisplayOrder\": 5,\r\n\t\t\t\t\"ActionType\": \"D\"\r\n\t\t\t\t}\r\n\t\t\t],\r\n\t\t\t\"Options\": [\r\n\t\t\t\t{\r\n\t\t\t\t\"OptionID\": \"7cee7a99-4e7a-43f8-9bc6-9ba289d04d88\",\r\n\t\t\t\t\"QuestionID\": \"450c1c55-9c3b-437a-b1f6-2420b978869a\",\r\n\t\t\t\t\"OptionText\": \"Car\",\r\n\t\t\t\t\"DisplayOrder\": 1,\r\n\t\t\t\t\"ActionType\": \"I\"\r\n\t\t\t\t},\r\n\t\t\t\t{\r\n\t\t\t\t\"OptionID\": \"07af5ec7-9276-49b3-9b13-c23887d36f56\",\r\n\t\t\t\t\"QuestionID\": \"9d9cf542-2086-4ba3-b328-2b967c6cd73c\",\r\n\t\t\t\t\"OptionText\": \"Sedan\",\r\n\t\t\t\t\"DisplayOrder\": 1,\r\n\t\t\t\t\"ActionType\": \"U\"\r\n\t\t\t\t},\r\n\t\t\t\t{\r\n\t\t\t\t\"OptionID\": \"89f5fa5f-869f-4076-9017-fe084320434d\",\r\n\t\t\t\t\"QuestionID\": \"9d9cf542-2086-4ba3-b328-2b967c6cd73c\",\r\n\t\t\t\t\"OptionText\": \"SUV\",\r\n\t\t\t\t\"DisplayOrder\": 2,\r\n\t\t\t\t\"ActionType\": \"U\"\r\n\t\t\t\t},\r\n\t\t\t\t{\r\n\t\t\t\t\"OptionID\": \"e1a21a3a-12b5-4878-8494-ccf360ee91bb\",\r\n\t\t\t\t\"QuestionID\": \"9d9cf542-2086-4ba3-b328-2b967c6cd73c\",\r\n\t\t\t\t\"OptionText\": \"Hatchback\",\r\n\t\t\t\t\"DisplayOrder\": 3,\r\n\t\t\t\t\"ActionType\": \"U\"\r\n\t\t\t\t},\r\n\t\t\t\t{\r\n\t\t\t\t\"OptionID\": \"0316d59d-2cde-41c6-bb4a-bbaf10210a10\",\r\n\t\t\t\t\"QuestionID\": \"9d9cf542-2086-4ba3-b328-2b967c6cd73c\",\r\n\t\t\t\t\"OptionText\": \"Other\",\r\n\t\t\t\t\"DisplayOrder\": 4,\r\n\t\t\t\t\"ActionType\": \"U\"\r\n\t\t\t\t},\r\n\t\t\t\t{\r\n\t\t\t\t\"OptionID\": \"0734caad-5344-4920-a9ea-188e6f424b9f\",\r\n\t\t\t\t\"QuestionID\": \"450c1c55-9c3b-437a-b1f6-2420b978869a\",\r\n\t\t\t\t\"OptionText\": \"Bike\",\r\n\t\t\t\t\"DisplayOrder\": 2,\r\n\t\t\t\t\"ActionType\": \"U\"\r\n\t\t\t\t},\r\n\t\t\t\t{\r\n\t\t\t\t\"OptionID\": \"a09b49fb-6543-4877-8da0-ca74c3dbadfe\",\r\n\t\t\t\t\"QuestionID\": \"450c1c55-9c3b-437a-b1f6-2420b978869a\",\r\n\t\t\t\t\"OptionText\": \"Public Transport\",\r\n\t\t\t\t\"DisplayOrder\": 3,\r\n\t\t\t\t\"ActionType\": \"U\"\r\n\t\t\t\t},\r\n\t\t\t\t{\r\n\t\t\t\t\"OptionID\": \"7e6952c0-7189-4d52-92f7-87a506e5193d\",\r\n\t\t\t\t\"QuestionID\": \"450c1c55-9c3b-437a-b1f6-2420b978869a\",\r\n\t\t\t\t\"OptionText\": \"Walking\",\r\n\t\t\t\t\"DisplayOrder\": 4,\r\n\t\t\t\t\"ActionType\": \"U\"\r\n\t\t\t\t},\r\n\t\t\t\t{\r\n\t\t\t\t\"OptionID\": \"b8c00bca-eea5-4633-a4a6-247309c93720\",\r\n\t\t\t\t\"QuestionID\": \"453618c9-63e5-45a3-80e6-be1fa4575462\",\r\n\t\t\t\t\"OptionText\": \"Italian\",\r\n\t\t\t\t\"DisplayOrder\": 1,\r\n\t\t\t\t\"ActionType\": \"U\"\r\n\t\t\t\t},\r\n\t\t\t\t{\r\n\t\t\t\t\"OptionID\": \"2bb0dd50-f403-42f8-ae0b-136b1979d7ce\",\r\n\t\t\t\t\"QuestionID\": \"453618c9-63e5-45a3-80e6-be1fa4575462\",\r\n\t\t\t\t\"OptionText\": \"Chinese\",\r\n\t\t\t\t\"DisplayOrder\": 2,\r\n\t\t\t\t\"ActionType\": 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{\r\n\t\t\t\"FormID\": \"6faca776-9f87-47f3-a749-6d02d6a3e0c5\",\r\n\t\t\t\"FormName\": \"mode of transportation - Mera man\",\r\n\t\t\t\"Description\": \"mode of transportation Desc\",\r\n\t\t\t\"CreatedBy\": \"Admin\",\r\n\t\t\t\"CreatedOn\": \"2025-07-16T11:46:49.124Z\",\r\n\t\t\t\"ActionType\": \"U\",\r\n\t\t\t\"Questions\": [\r\n\t\t\t\t{\r\n\t\t\t\t\"QuestionID\": \"450c1c55-9c3b-437a-b1f6-2420b978869a\",\r\n\t\t\t\t\"FormID\": \"6faca776-9f87-47f3-a749-6d02d6a3e0c5\",\r\n\t\t\t\t\"ParentQuestionID\": null,\r\n\t\t\t\t\"TriggeringOptionID\": null,\r\n\t\t\t\t\"QuestionText\": \"What is your preferred mode of transportation?\",\r\n\t\t\t\t\"AnswerType\": \"Radio\",\r\n\t\t\t\t\"IsMandatory\": true,\r\n\t\t\t\t\"DisplayOrder\": 1,\r\n\t\t\t\t\"ActionType\": \"U\"\r\n\t\t\t\t},\r\n\t\t\t\t{\r\n\t\t\t\t\"QuestionID\": \"9d9cf542-2086-4ba3-b328-2b967c6cd73c\",\r\n\t\t\t\t\"FormID\": \"6faca776-9f87-47f3-a749-6d02d6a3e0c5\",\r\n\t\t\t\t\"ParentQuestionID\": 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Purchase Order Requisition is an optional step in Purchase Management.

\n

FieldOne supports this process, usually found only in specialized \"high-end\" purchasing applications. If your Company feels no need for this step, you can omit it. However, if you have not used this step up to now, you may find that it provides a useful way of tracking Parts needed for large jobs, even if you do not require formal procedures.

\n

A Purchase Order Requisition is a documented request for Parts needed for a Work Order. Some companies also require an Approval step before performing Process Parts to draw the Parts from Inventory Stock or enter the request into the Purchasing work flow. Among reasons for using Purchase Order Requisitions are the dollar value or nature and type of the Parts requested, or purchases involved with execution of a contract. The Requisition, coming from the word root meaning \"to ask,\" serves as a record of what was requested, rather than what was actually purchased or used.

\n

Requisition status:

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In FieldOne Warehouses play a central role, allowing you to order, access, allocate and track Inventory, even while entering Work Orders and Schedules.

\n

Since Field Service Management (FSM) usually involves Trucks carrying significant inventory, each Truck is treated as a \"Warehouse\" where you can identify and manage inventory supplies in \"real-time.\"

\n

You should create a Warehouse entry for each physical storage location, including each Truck.

\n

You can store any Stock Item in multiple Warehouses. And you can indicate the item quantity reorder point needed for each Warehouse. (Refer to Part Details, Stock Tab.)

\n

You can also transfer Inventory from one Warehouse to another using the Transfer Parts Inventory  tool.

\n

Warehouse Type:

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\n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n 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\n

Catalog Type:

\n\n\n

Price Source:

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A Vendor is a company that sells you products, used when you are ordering supplies. For instance, the Vendor might be a distributor.

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A Purchase Order Type in Optsy Field Management Software specifies the nature or purpose of a purchase order.

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In Purchase Management, the Purchase Order is the end point for the optional steps of Purchase Order Requisition and Purchase Quote.

\n

The flow of work through the Purchase Order itself is designed to expedite routine work, collect results such as Receipts and Vendor Invoices in a single place, and, importantly, to eliminate duplicate work by linking full detail history to either Inventory or Work Orders.

\n

Purchase Order Status:

\n\n\n

Part Process Action Type:

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A Payment Term in Optsy (and generally in business) defines the conditions under which a customer must pay for services. It typically includes the due date (e.g., Net 30, meaning payment is due in 30 days) and any early payment discounts or late fees.

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Use Customer Payments to receive and record Payments made by the Customer.

\n

• Unapplied Payments - simply capture the Payment as received and save it to apply later (sometimes used to reserve Customer deposits towards a Job)
• Applied Payments - distribute Payments completely or partially to various existing Invoices

\n

Payment Type:

\n\n\n

Card Type:

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null\n }\n ]\n }\n}"}],"_postman_id":"4738da0e-3194-4706-b6db-02d32d03a2a9"}],"id":"c2eb719b-d93c-4fd6-8da2-290f5552247a","description":"

When you Create an Invoice you will see this is one area where FieldOne really shows its powers. All the detail entered to Work Orders as you created and scheduled and posted them now transfers over to the Invoice, without any work on your part (unless you have some final changes you wish to make). Compare this to having several applications used separately where you would find yourself re-entering all the Invoice Detail lines at invoicing time.

\n

See the following for more detail:

\n

• Invoice a Service Call
• Invoice a Fixed-Amount Project
• Invoice a Service Agreement
• Create a Manual Invoice
• Counter Sales - includes Invoicing

\n

You can set an option in the Company Preferences, A/R Tab that allows a new Payment to be applied to a newly created Invoice if the new Invoice is already due. A message will appear asking if you if you would like to create a Payment for this Invoice. If you click Yes a new Payment will appear and you specify the amount to apply to the new Invoice.

\n

Credit Memos:

\n

Normally a Credit Memo is treated as a Customer Payment, rather than as part of Invoicing. In other words, your Company credits the Customer with a certain amount of money that can be applied partially or in total to existing Invoices. See Create Customer Payment for more details on how to create and distribute a Credit Memo.

\n

Note: If (for various possible reasons) an Invoice total is for a negative amount, then it will be exported to QuickBooks as a Credit Memo. (See Create a Manual Invoice for discussion of negative Invoices.)

\n

Manual Invoice:

\n

If for some exception you wish to bypass the steps for a Work Order and create an Invoice directly see Create a Manual Invoice. (Be aware that there are some limitations when using this approach.) Do not confuse Manual Invoices with Counter Sales, where actual Labor or Parts are sold to a \"walk-in\" customer.

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