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Update the Items on a Work Order

The Items card on a work order is what you bill, what the customer signs off, and — for refrigerant lines — what the EPA log records. Keep it accurate. Add what you actually used, remove what you didn't, and check quantities before you submit.

Before you start​

  • The work order is in ongoing status. The Items card is hidden until you start the work order.
  • You have work_orders.edit (the technician role gets this for work orders assigned to you).
  • Pricing columns are visible only if you have work_orders.pricing. Most technicians don't have it — the prices are still recorded, but you won't see them on this screen.

Add an item​

  1. Open the Items card

    On the work order edit page, find the Items card. The header shows the item count and (if you can see pricing) the running subtotal.

  2. Open the picker

    Select the green outlined Add Item button at the top-right of the Items card header. A picker opens.

  3. Pick the item

    Type to search the catalog by name. The picker shows items the office set up, grouped by service vs. material. Select the item you want.

  4. Set the quantity

    The new row appears in the items list with quantity 1. Use the quantity field to change it. Decimals are allowed for items measured by length or weight.

  5. (Refrigerant items) Open the charge form

    If the item is flagged as a regulated refrigerant, a small refrigerant icon appears next to the row. Open the row to see the charge fields. See Record a Refrigerant Charge Event for the full flow.

  6. Save

    Select the green Update Work Order button at the bottom of the form. Items are saved with the rest of the work order. The button is disabled until you change something.

Edit an existing item​

  1. Find the item's row in the Items card.

  2. Change quantity, notes, or — for refrigerant lines — the charge fields. Some fields are read-only once a charge event has posted.

  3. Save

    Select the green Update Work Order button at the bottom of the form.

Remove an item​

  1. Find the item's row in the Items card.

  2. Select the trash icon at the right of the row.

  3. Save

    The row is marked for removal. Select the green Update Work Order button to commit. Removal is permanent.

For refrigerant lines that already have a posted charge event, removal is blocked. Contact a supervisor to void the charge event first.

What happens next​

  • Saved items show on the service report PDF and feed the invoice the office generates.
  • Refrigerant lines trigger a charge event on save. If you're not certified or the unit has an open leak-repair episode, the charge event is recorded in a non-compliant state and queued for supervisor review. See the charge event guide for the gating details.
  • Items can be edited up until the work order moves to waiting_approval. After that, the items card is read-only for technicians; ask a supervisor to send it back to ongoing if a change is needed.

Common situations​

SituationWhat to do
The item you used isn't in the pickerThe office adds items to the catalog. Note what you used and ask the office to add it. In the meantime, pick the closest match and add a note explaining.
You used a partial bag of refrigerantSet the quantity to the actual amount used. Decimals are fine. The compliance log records the exact value.
You added an item by mistakeTrash icon, then Save. Removal is permanent and immediate.
The customer wants to add an extra service mid-jobAdd the item, set the quantity, save. The customer signs off the full updated list at completion.
Pricing columns are missingExpected — most technicians don't have work_orders.pricing. Items still save with prices; you just don't see the per-row totals or the running subtotal in the card header.

Troubleshooting​

The Items card isn't visible.

The work order is in pending (or earlier). The card hides until you start the work order. Status moves to ongoing and the card appears.

You added a refrigerant item but the charge fields don't expand.

Save the work order once after picking the technician on the row — the charge form re-renders with the cert dropdown scoped to that user. If the item still doesn't expand, the item itself isn't flagged as a regulated refrigerant in the catalog. Ask the office.

The trash icon doesn't appear on a refrigerant row.

A charge event has already posted for that line. Removing the item would orphan the event. A supervisor needs to void the event first.

You get The selected item is invalid on save.

The item was deleted from the catalog after you added it (rare, but happens). Remove the row and add the replacement item.