Work-order settings

Settings → Catalogues → Work orders is where you set up the three things a work order reads from the shop rather than from itself: the export templates its documents are rendered with, the quality-control catalogues a review picks from, and the work-order tags you file jobs under.

Export templates

A template decides what an export contains. Each document has PDF templates for printing and spreadsheet templates for the XLSX and CSV downloads.

The section is organised by document, and each document carries two tables:

Document	What it is
Pick list	The materials to pick for a work order, grouped and sorted the way the floor works.
Build overview	What a work order builds: planned, built and remaining quantities, with the quality-control snapshot.
Shortage report	What a work order is missing, optionally costed, for procurement.

PDF templates — the print layout. A default one is created for you the first time you open this page.
Spreadsheet templates (XLSX/CSV) — shared by both spreadsheet formats. Without one, the export just uses that document’s default columns.

Each table shows Name · Status · Updated · Actions, with Add template above it.

Status is where the default lives. One template per table can be starred; it wears a Default badge, and every other row offers Set as default to take the star. The default is what the Export dialog pre-selects.

Actions are, right to left: Preview (PDF templates only), Edit, and Delete. Deleting asks first, and tells you what happens: exports that used the template fall back to the default one.

Building a template

Name it. Something you will recognise in the export dialog — Warehouse pick list, say.
Decide whether it is the default, with the Set as default switch. The default is pre-selected whenever that document is exported.
Pick the columns. The column picker has two lists — Selected columns (drag to reorder) and Available columns — and the order you drag them into is the order they print in. Leave the selection empty and the export uses that report’s default columns. The picker is keyboard-operable: space to pick a column up, arrows to move it, space to drop it.
Group and sort (pick list templates only):
- Group by — Pick location (the default), Product type (Shopify), Category (Shopify) or Vendor. Each value becomes its own headed section.
- Stock display — Don’t separate by stock, Out-of-stock / in-stock sections, or Out-of-stock first (highlighted).
- Sort materials by — material name, SKU, quantity, available or shortage — and a Sort direction, ascending or descending. Sorting sets the row order inside each group; the group order is set by the grouping above.
Set the display options (PDF templates only). Switches, and which ones you see depends on the document you are building the template for. The full set is in the table below.
Save.

Switch	Appears on
Show company logo	Pick list, Build overview, Shortage report
Show company details	Build overview, Shortage report
Show SKU column	Pick list, Build overview, Shortage report
Show material notes	Pick list
Show assignee	Pick list
Show due date	Pick list
Show items to produce	Pick list
One page per component	Pick list
Show item notes	Build overview
Show quality-control snapshot	Build overview
Show location column	Shortage report
Show unit cost column	Shortage report
Show total cost column (shortage × unit cost)	Shortage report
Black and white (no colours)	Shortage report

A spreadsheet template asks only about columns — there is no layout to lay out.

Previewing a template

The Preview button on a PDF template row renders it for real, on screen, in a dialog headed Preview: <template name>. A toggle switches the paper between A4 and Ledger so you can see where the page breaks land.

The Export dialog on a work order has no preview of its own. Check a template here, then use it there.

Quality control catalogues

A quality-control review picks from these catalogues when items pass or fail. There are two, and they behave identically.

Failure categories

One category is chosen per disposition when items fail a review. A starter set is created for you the first time you open this page.

Defect reasons

Reasons are multi-select: a rejected item can carry several at once. Nothing is created for you here — add the reasons your reviewers should be able to pick from.

Editing either one

Both tables show Colour · Code · Name · Description · Created · Actions, with Add category / Add reason above them. The editor asks for:

Name — required, and the only field that is. The form suggests Cosmetic defect for a category, Surface scratch for a reason.
Code — leave it blank and a unique one is generated (CAT-001, DEF-001).
Description — optional.
Colour — optional, from a swatch picker. It is what the badge wears.

Deleting is safe by design. An entry used by an existing review is deactivated rather than deleted, and the dialog says so before you confirm. Past reviews keep reading correctly; the entry just stops being offered.

A reviewer who needs an entry that isn’t there doesn’t have to come here — the Quality review dialog has an Add to catalogue button that creates one on the spot, and it lands in these tables.

Work-order tags

Tags are internal labels for organising work orders, and this page is the one list they all live in.

The table shows Tag (with its colour dot), Used by (how many work orders carry it), Created, and per-row Edit and Delete. Add tag is in the section’s heading row.

A tag name cannot contain a comma — the field says so.
Renaming updates every work order carrying this tag.
Deleting asks first and counts the damage: ”… is used by 12 work orders. Deleting it removes it from all of them.” A tag nobody uses says so instead.
You do not have to create tags here first. A tag typed onto a work order is added to this list automatically, and this page is where you then give it a colour, correct a spelling, or clean it up.

The same tags are what the work-order list filters and bulk-tags by, and what the Manage tags entry in that page’s More actions menu opens.

Exports & documents — the dialog that uses these templates.
Quality Control & Rework — the review that picks from these catalogues.
Assignees — the other work-order catalogue.
Work Orders overview.