SyncentraWork orders
Plan a job, assign a technician, record what happened on site and get it approved.
A work order (also called a service order or interventie) is one visit to one site. It carries the customer, the systems worked on, the parts used and the work record the technician fills in.
Creating a work order
Open Work Orders → New Work Orders and work down the form.
Customer details
Choose Select Customer and search by name, email or phone. The address, contact person, VAT number and Chamber of Commerce number fill in automatically.
If the customer does not exist yet, register them first — see Customers.
Reason for the work
Pick the reason that matches the job, because it decides which fields the technician has to complete later:
| Reason | Use it for |
|---|---|
| New construction | A newly built installation. |
| Maintenance | Planned, recurring service. |
| Repair | Fixing a known fault. |
| Malfunction (storing) | An unplanned breakdown call. |
| Modification | A change to an existing installation. |
| Control | An inspection or check. |
| Emission | Work on refrigerant emissions. |
| Disassembly | Removing an installation. |
Site and installation
Select the site where the work happens. If the installation has a refrigerant log book, link it here — the work then lands in the log book automatically. See Log books.
Schedule and assign
Set the scheduled date and time, and choose the technician. Save the order.
Faster with a contract
If the customer has a service contract, select it on the order. Pricing and the SLA then follow the contract instead of being entered by hand.
Following work in progress
Three views show the same orders in different ways:
- Upcoming — what is scheduled next, with counts for Pending, In Progress and Completed. Best for planners.
- Calendar — the same jobs on a date grid, for spotting a free slot.
- All Work Orders — the complete history, for looking things up.
Each order moves through four statuses:
Scheduled → In Progress → Completed, or Cancelled if the visit does not happen.
Working an order on site
Open the order to see the work location, contact details, work type and assigned technician.
Add the systems
Under Systems, add each installation worked on. If the site has been visited before, Previous systems lets you reuse an earlier entry instead of retyping it.
Add the items used
Under Items, add parts and materials with a quantity. Syncentra shows the price per unit and keeps a running Grand Total. Items come from your catalog — see Inventory.
Fill in the work record
The work record is the formal account of the visit. Depending on the reason you chose, it asks for:
- Reason for activities — confirms the work type.
- Refrigeration info — compressor design (hermetic, semi-hermetic or open), operating principle (scroll, piston, rotary, screw or centrifugal), the refrigerant and the contents in kg.
- Standard work performed — the checks completed during the visit.
- Time and travel — work time, drive time and distance.
Refrigerant quantities matter
Amounts added or recovered are reported to the installation's log book and feed the legally required refrigerant balance. Enter them exactly as measured — a correction later means correcting the log book too.
Signatures
The customer signs on screen to confirm the work. The signed record becomes the werkbon (work slip) you can download as a PDF or email to the customer.
Approving the work
Completed records appear under Work Orders → Approved Work Records. An admin or planner reviews the hours, items and refrigerant amounts, then approves.
Approval is the gate before invoicing: it confirms the numbers are right, so the invoice can be created from them. See Invoices.