Work Orders

A Work Order enables you to build an Assembly based on a Bill of Materials.

Components & quantities can be adjusted on-the-fly if necessary and include soft costs such as labor or other Non-Inventory items. A "Process" (e.g Step 1, Step 2, Step 3) can be added to the BOM and passed through to the Work Order.

New List View

New for AV 2020.1.0 - We have added a list view screen for Work Order Process steps. This corresponds to the Process tab you see when you open a Work Order.

1. Enter info in System Setup

  1. Navigate to Administration ➤ System Setup.
  2. Select Inventory & Marketing from the drop-down list.
  3. There are three Work Order-related GL Accounts to enter:
    • Work Order Setup (New for AV2018.0.3.7): The Work Order Setup account allows you to enter a "setup fee" on the Work Order/BOM. This fee is a flat fee per work order. It does not increase with the number of units being built on the Work Order. This account is not required in order to use the overall Work Order function; it is only required to use the Work Order Setup Fee feature.
    • Work Order Passthrough: This account is required. The account will be debited (credited) when components are drawn out of inventory and when the finished good is added to inventory.
    • Exploded WO Balancing: This account is only required to use the Work Order Explode function. It functions just as the Work Order Passthrough account does (to balance the Inventory transactions that occur during the process).

Notes: Check with your accountant If you are unsure of which GL Account to use.

Click OK to save.

Enter the Work Order Pass Through Account in System Setup.

2. Open the Work Order window.

Navigate to Inventory ➤ Work Order.

Open the Work Order window.

3. Create a New Work Order.

Click the Create New Record icon or use the keyboard shortcut Command + N.

Create a New Work Order.

4. Work Order Info (Inventory tab)

Enter the following data on the Inventory section of the Work Order Info tab:

  • Part Number & Product Name: This is the Assembly item that will be added to Inventory after this Work Order is posted.
  • Quantity: The number of Assembly items to build. Any shortage of Assembly Components will appear in red in the Qty Avail After Build column.
  • Warehouse: AcctVantage supports a "single warehouse" or "WIP" warhouse option.  Go to Administration > System Configuration to set the preference.

Single Warehouse approach:  The components are drawn from the same warehouse that the finished good is destined for.

Multi-Warehouse approach:  Components are drawn from the source warehouse when the Work Order is created and moved to a WIP warehouse.  Then, at completion, the components are drawn from WIP and the finished good is added to the destination warehouse.  This approach can be helpful when dealing with long-cycle builds or when you wish to have a clear understanding of the value/qty in process.

  • Lot Number & Expiration Date: You can designate a Lot Number & Expiration Date to assign to the built Assembly Product.
  • Open Date: The date the Work Order is opened (or Planned).
  • Required Date: The date that the Assembly build should be completed.
  • Complete/Post Date: The date that GL Transactions related to the Work Order will be posted.


  • Planned: The status of a newly created work order is Planned. There is neither any GL activity nor any Inventory actvity at this status.
  • In Process: At this status, the Assembly's Recipe Components will be reserved from Inventory (if this option is selected in System Setup). This will prevent them from being drawn on Sales Orders or used in other Work Orders.
  • Picked: At this status, the Recipe Components have been drawn from Inventory (AV 2017 and earlier: and the finished Assembly part has been added to inventory). All Inventory Transactions are in non-posted status. The individual transactions will be posted automatically when the Work Order is posted.
  • Ready to Post: At this status, (AV 2018: the finished good will be added to inventory and) the work order can be posted via the action menu or General Ledger ➤ Post Transactions.

Inventory tab

  1. The detail items on the Inventory tab will reflect the Assembly Product's Recipe Components (entered on the Product record). These can be modified if necessary. For example, if you have a shortage of a particular component, you can delete that line item and add a new component as a replacement.
  2. You can change the quantities of each component.
  3. You can designate a Lot/Serial Number to draw from for each component.
Work Order Info (Inventory tab)

4.1. Multi Warehouse Work Order example

New for AV 2018.0.3.7:

The Setup field is enterable here as long as the Work Order Setup GL Account has been entered (see: Step 1). This field can also be pulled from the BOM tab of the Product record (see: Bill of Materials Setup)

5. Work Order Info (Non-Inventory tab)

Non-Inventory tab

(If the Assembly's Recipe already contains Non-Inventory GL Accounts they will appear here.)

  • GL Account Code & Name: You can enter an Account to charge any soft costs to for the Work Order.
  • Qty Actual: The quantity of the Non-Inventory items for the Work Order.
  • Unit Cost: The cost of any Non-Inventory items for the Work Order.
Work Order Info (Non-Inventory tab)

6. Work Order Info (Process tab)

The Process is derived from the Bill of Materials of the Product. On the Work Order Process tab you can manage the Process tasks:

  • Assign: You can assign a Process step to an employee.
  • Start: This assigns the step a start date.
  • Complete: This assigns the step a completed date.

You can drill into a step by double-clicking on it.

6.1. Work Order Process detail

Upon drilling in to the step detail, you can see more information such as the time/date started, time/date completed and short & long descriptions There are also a number of custom fields that can be leveraged in many different ways.

7. Other Info

  • On this Source Info section you may see info pertaining to how this Work Order was generated. This is a read-only area.
    • If the Work Order was generated from a Sales Order you will Client Name and relevant Sales Order-related  fields populated.
    • If the Work Order pertains to a Job then you will see the relevant Job-related fields populated.
    • If the Work Order was created as a Sub Work Order you will see the relevant Sub-WO-related fields populated.
Other Info