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Closing SM Work Orders

SM Work Order Close closes work orders or scopes after work is finished. There are two paths (same form name):

  1. Single from SM Work Orders — set Scope Status to Close on an Open or Completed scope, or use Close WO. Security form name SMWorkOrderClose (VA Form Security).
  2. Mass from Service Management → Programs → SM Work Order Close — grid starts with all open work orders; filter, select, Process.

Closing the only scope also closes the WO. Closing one of many closes only that scope. Close WO with open scopes prompts to close all; Yes closes the WO and every open scope.

Completed ≠ Closed. Completed means all scopes Complete, or a mix of Closed and Complete (work done, not necessarily all costs captured). Closed is only via SM Work Order Close.

Before you start (single close — hard blocks)​

  • Provisional miscellaneous work completed (auto-added from standard charges or misc requirements) must be processed in SM Batches.
  • Pending invoices: process work completed in SM Batches, and process or cancel pending invoices tied to the WO/scope.
  • Security to SMWorkOrderClose. Reopen needs separate SMWorkOrderReopen.

Mass-form filters (Fully Billed, All POs Closed, All Trips Completed, All Costs Posted, Cost Status, Scope Status, and so on) are optional filters, not close requirements. Ready to Bill is a billing gate, not a close gate.

Steps (mass close)​

  1. Open SM Work Order Close (Service Management → Programs → SM Work Order Close).
  2. Optionally set Filter Options (blank = no filter). F4 lookups. Fields include Customer, Service Site, Service Center, Division, Call Type, SM Cost Type, Scope Status, Price Method, Cost Status (P = projected — labor not through Payroll, or PO lines not invoiced; A = all costs actual — invoiced and through Payroll), Last Activity, Last Labor Activity, Aging Date, plus checkboxes Fully Billed / All POs Closed / All Trips Completed / All Costs Posted.
  3. Optionally set Processing Settings: Auto Delete Open Trips; Use Closest Open Month; Advanced Grid Options (adds Billable Remaining and Unclosed PO's for sorting).
  4. Search.
  5. Check All or individual rows.
  6. Click Process (form overview; procedure page ends at selecting checkboxes and does not name Process).
  7. Review session errors for scopes/WOs that did not close and why.

Hard rules after close​

  • Closed WO: no new trips or work completed. Must reopen. Status topic still allows later cost updates from uninvoiced AP purchase lines and labor not yet posted by PR Ledger Update.
  • Closed scope: no new work completed or POs; can still bill a Flat Price scope or existing work completed.
  • Closed WO (whole): no new scopes, trips, POs, or work completed. Can bill existing work completed or flat-price scopes. Limited header edits remain.
  • Open trips, single close: warning. Continue = open trips deleted. Trips not Open are set to Completed. To keep them, change them off Open first.
  • Mass close: if Auto Delete Open Trips is off and trips are still Open, you get an error; then delete the trip or mark it complete.
  • New stays New until trips, work completed, invoices, POs. Auto-added WC lines stay New until SM Work Order Cost Posting, then Open.

Reopen​

  • Reopen scope (Scope Status = Reopen): first OK sets scope to Complete; if the WO was closed, WO goes to Complete. Select Reopen again to set the scope to Open. Only scope on the WO: WO becomes Open, or New if no trips or work complete. Multiple scopes: WO stays Complete; other scopes unchanged.
  • Reopen WO button: WO becomes Completed; scopes stay Closed. WO goes Open only after every scope is reopened. If no trips or work completed, reopening all scopes sets WO to New, not Open.
  • Single-close note that “reopening all scopes sets WO to Open” is incomplete — Reopen form adds the New case when there are no trips or work completed.

Limited edits after close (by scope type)​

  • Agreement: Priority, Scope Detail, Customer PO, Insurance Code only. Header: service site locked even with no work completed.
  • Job: Priority, Scope Detail, Call Type. Actual Cost also allows Not to Exceed; Markup also allows Rate Template. Header: all fields editable unless work completed exists, then not service site, service center, or costing method.
  • Customer: Priority, Call Type, Price Method, Customer PO, Bill To, Tax Type, Tax Code, Insurance Code. Header: all fields editable unless work completed exists, then not service site or service center.

Billing readiness (separate from close)​

  • Use Review Process in SM Company Parameters: reviewers must mark ready to bill before billing. If the checkbox is off, review is optional and not required to bill.
  • Reviewer order (review topic): WO-level is primary; else search Service Site, Customer, Division, Service Center.
  • Ready To Bill only shows if your login is a reviewer. Locations: SM Customers, Service Centers, Service Sites, Work Orders, Divisions.
  • Info tab Ready To Bill marks all scopes and their WC lines. Scope checkbox only for Flat Price and Time & Material. Flat Price offers Partial Bill (amount or percent).
  • If every WC line is ready to bill but the scope box is not a full check, the scope checkbox is indeterminate.
  • Adding billable lines clears Ready to Bill. Non-billable costs do not.
  • If the flag is not set, Bill WO is disabled except for the reviewer, and the WO does not appear in SM Work Order Billing. Reviewer clicking Bill WO is asked whether to bill all work or only work marked Ready to Bill.

Notes​

  • Related: SM Work Orders; SM Work Order Close (menu and in-WO dialog); SM Work Order Reopen; SM Batches / SM Batch Process; SM Work Order Cost Posting; VA Form Security; SM Company Parameters; SM Invoices / SM Work Order Billing; SM Work Scopes.