Create your first work order

Simple-Simon, The Smart Work Order App

Management – In the office – The Office Module

Simple-Simon consists of an Office Module and an App. The office staff can create the work orders in the Office module and schedule them on the agenda of the field workers. Master data such as customers, articles & work addresses can be managed via the Office Module. The Office Module works in real-time with the Simon App.

Performance – In the field – Simon App

When the field worker logs in to the Simon App, they can select the planned work orders and start the work order. Travel/working hours are immediately tracked. They can also create work orders along the way if desired.

Read on below for more information about using the Office Module and the App, and create your 1st work order.

Simon Office Module – Create your first work order (short description)

1. Create your company profile

Go to Corporate Identity –> Company Information. Add your logo and company information.

2. Create your team.

Go to your team -> User -> New user and fill in the desired fields. You can choose between “In the field” or “At the office” user. The “In the field” user is your field worker who uses the Simple-Simon App and can handle his work orders from there. The ” At the office” user can log in via any browser and has access to the office module you are currently in.

Download the Simon App from the Appstore or the Playstore.

3. Add your articles, customers, and work addresses.

Fill your Simon area with master data. Go to Master Data, from where you can add customers, work addresses, articles manually or via an excel import. You can also add your own forms, objects & contacts. The articles you enter here are available in the Simon App to register used articles on a work order.

Note: If you integrate with an accounting package, the basic data will be automatically filled in from your accounting package.

4. Schedule a work order for your field worker.

Go to Planning -> Week planning. When you hover your mouse over the planning, you will see that the mouse changes to a + sign. Click somewhere on a day/time to schedule a work order.

5. Create or select the work order you want to schedule.

You can create a new work order by clicking on “New work order” or select an existing one under “Find work order” to put in the schedule.

6. The work order is now scheduled.

Now you see that the work order is visible in the calendar of the field worker. This schedule is connected in real-time to the Simon App. If you schedule a work order here, it will automatically appear in your field worker’s schedule.

Simon App (Field workers)

7. Handling work orders in the Simple-Simon App.

Make sure the App is downloaded and connect it to your office module (one time only). There are several ways to connect the App to your office module (request email address, scan QR code, enter office key).

Now that the App is connected to your office module, you can log in. Once you are logged in, you will go directly to your personal planning board and you will see your work orders in the planning. From there you can select the work order and start working!

8. The planning board.

Once you are logged in, you can immediately view your schedule and see which work orders have been scheduled for you. You can also change the view to ” day view “. Click on the calendar icon in the top left corner to switch between day and week view.

If you want to schedule work orders along the way, click on the + sign at the bottom right. From there you can create a new work order or select an existing one to schedule.

9. Start with your work order.

To start, click on the work order in your schedule. From there you will see more information about your work order and you can immediately start registering your travel time and/or work time. You can also navigate to your work address via Google Maps, Waze, or Apple Maps.

10. Keep track of working time.

In this example, we assume that you have arrived at the work address and that you are going to work directly on the work order. You can also first select “Start travel time” or “Navigate to work address”, then the travel time will be recorded.

Because we are going to work right now, you can see at the top that the working time is tracked in the background. If you click on the coffee mug symbol, the pause time is recorded. As soon as you have finished pausing, you can continue to register the working time.

11. Register articles.

Click on add under the heading “Used articles”. On this screen you can indicate which articles you have used during your work. The items you find here, are first added at the office as basic data. You can also scan barcodes to quickly find the right article.

12. Own forms.

In the Office module, you can also add “Own forms” under Master Data. These own forms can then be filled in by the field workers. This gives you extra information about what happened in the field. You can include photos, checklists, table of values, sketch, open and closed questions. Customers use this for maintenance lists, installation reports, delivery reports, and much more.

If you have added your own forms via the Office module, they will appear in the work order under “Own forms”.

Click on the form and fill in the questions.

13. Is your work ready? Click on the finish flag.

When you have finished your work, you can report that the work order is ready. You can do this by clicking on the finish flag on the left side of the screen. This will take you to the work order overview. This is a summary of what has been registered on the work order so far. Check if the registered hours and consumed items are correct and adjust where necessary. You can also add a colleague’s hours to the work order and chance remarks. Is everything okay? Have the customer sign the work order on your tablet phone (see step 14).

14. Signature.

If everything is correct, you can ask the client for a signature. Click on the pencil icon to add a signature. Once the client has signed, you can also send the work order by e-mail to the client or to your own e-mail address.

As soon as the work order is reported ready, it is immediately visible in the office module and can be checked/handled as desired.

This is it, you have just successfully planned and processed your work order. If you need more information, please contact us at support@simple-simon.net.

Integrations

Simple-Simon can be integrated into various accounting software packages. Work even easier and faster by integrating Simple-Simon into your accounting software package. Depending on your accounting software, you can import articles and customer data into Simple-Simon and use this data directly in your work orders. When the work order is archived in the office module, it is sent back to your accounting program as an order/invoice (depending on your accounting program). This way you can invoice your customers even faster!

The integration offers our customers the following advantages:

• You can send your invoice faster and you make fewer mistakes.
• Simon automatically purchases all your customers and items from your accounting package
  and this is available directly in Simon.
• Your work order is completed in Simple-Simon, the archived work order is sent back to your accounting software as a draft invoice or sales order (depending on the accounting package).
• Is your work order ready? Within 5 minutes the invoice can be sent to your customer.
• This makes the processing of work orders effortless, directly saving time and money!
• The integration can be easily created by yourself and is ready within 5 minutes.
• Get started quickly and create a test account for a fully integrated test.

See the integration page for possible Integrations :

See all integrations