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How to Complete a Work Order with SOP Forms and Materials

How to Complete a Work Order with SOP Forms and Materials

Complete the work order only after the compliance record and stock record both make sense. Infodeck now enforces that order so teams do not close jobs with half-finished SOPs or distorted materials usage.

Quick Summary

If a work order has an SOP form, finish that first. If it has planned materials with remaining outstanding quantity, Infodeck asks you to record the actual remaining usage or release unused reservations before the work order is completed.

Why This Completion Flow Matters​

Closing a work order is not just a status change. It should leave behind:

  • a complete SOP or checklist record
  • a trustworthy stock movement record
  • a readable activity trail for supervisors and auditors

Without that sequence, teams end up with completed jobs that still have missing forms, hidden shortages, or reserved stock that never gets released.

Before You Begin​

Requirements
  • You need permission to update work order status
  • If the work order has an attached SOP form, all required SOP fields must be completed
  • If the work order has planned materials, the material state should reflect what was actually used

Step-by-Step Guide​

Step 1: Open the Work Order​

  1. Go to Work Orders
  2. Search by title, display ID, location, or assignee
  3. Open the work order you want to complete

Step 2: Finish the SOP Before Completing​

If the work order has an attached SOP form:

  1. Scroll to the embedded SOP section
  2. Complete every required field
  3. Check that the SOP status shows as submitted or ready to submit
SOPs Block Completion

Infodeck validates the SOP first. If required fields are missing, the work order will not complete and you will see validation feedback in the SOP section.

Step 3: Review Remaining Planned Materials​

If the work order has planned materials, look at the material summary before you complete the work order.

Material StateMeaning
PlannedQuantity expected for the job
ReservedQuantity protected from available stock
OutstandingPlanned quantity not yet issued as actual usage
IssuedQuantity already recorded as consumed or issued to the job

If Outstanding = 0, you can complete the work order directly.

If there is still outstanding quantity, Infodeck opens the final materials confirmation flow.

Step 4: Record the Final Material Outcome​

When the confirmation modal appears, you usually have two valid outcomes:

Option A: Issue the Remaining Actual Usage​

Use this when the team really consumed the remaining parts.

  • enter the actual quantity used
  • confirm the stock holding or location if required
  • complete the work order

Option B: Release Unused Reserved Quantities​

Use this when the original planned quantity was higher than what was actually used.

  • confirm completion without issuing the unused quantity
  • Infodeck releases the untouched reserved stock back to availability
If the Parts Were Already Issued Earlier

If the exact reserved quantity was already issued manually from the Parts tab, the final materials modal should not appear again. Completion should go straight through.

Step 5: Confirm Completion​

After the SOP is valid and materials are resolved:

  1. Click Complete
  2. Confirm the final completion action
  3. Review the activity timeline

You should now see:

  • the work order status change
  • material reserve and issue activity, where relevant
  • a completed SOP record linked to the work order

What Happens in the Activity Timeline​

When completion is handled correctly, the work order activity should tell the full story:

  • reservation of planned materials
  • materials issued during execution
  • materials issued during final completion, if any
  • materials returned or released, if unused stock was resolved
  • final work order status change

This is important for troubleshooting, audit review, and first-fix-rate analysis.

Real-World Examples​

Example 1: SOP and Materials Both Required​

Situation: A preventive maintenance work order includes an SOP checklist and two planned parts.

Correct flow:

  1. Technician fills in the checklist
  2. One part was already used during the job
  3. The second part was not needed
  4. On completion, Infodeck asks for the final material resolution
  5. Technician releases the unused reserved quantity
  6. Work order completes with a clean compliance and stock record

Result: The SOP is complete, stock is accurate, and the activity timeline shows what really happened.

Example 2: All Parts Issued Before Completion​

Situation: An admin issued the exact reserved quantity from the Parts tab before the technician completed the work order.

Correct flow:

  1. Technician opens the work order
  2. SOP is already complete
  3. Outstanding quantity is 0
  4. Technician clicks Complete

Result: No materials modal appears because there is nothing left to resolve.

Troubleshooting​

Completion Is Blocked by the SOP​

Cause: Required SOP fields are still empty

What to do:

  • scroll to the embedded SOP section
  • look for highlighted required fields
  • finish the missing answers and try again

The Materials Modal Appears Even Though Work Is Done​

Cause: Planned quantity still has outstanding usage

What to do:

  • record the actual remaining quantity if it was used
  • or release the untouched reserved quantity if it was not used

Completion Goes Through but the Activity Timeline Looks Incomplete​

Cause: The page may not have refreshed yet, or the operator may be reviewing the wrong work order

What to do:

  • refresh the activity tab
  • confirm the issue / reserve actions on the same work order
  • if the activity still looks wrong, contact support with the work order display ID

Need help? Contact Infodeck Support

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