Editing Services on an Order

Modified on Tue, 3 Dec at 3:35 PM

After adding Services to an order, changes may occur that require an Edit, such as to a time change, a price update or a sitter change. You can edit one service or multiple services at the same time.

More About Service Orders

A Service Order contains services a client has ordered, for a date range that will be invoiced together, such as one month of daily walks or a 2 week vacation. The services are simultaneously populated to the Schedule and are used to create an Invoice for the Client.

Tip: When editing, the change applies to all services selected. Some edits should be done individually, such as date. Sometimes it is better to delete services, if not completed, instead of editing each one individually.

Note: If you are changing Price and you have invoiced the service order, the change may generate a Credit or Debit Note. You may also want to consider Voiding and recreating the invoice.

How Do I Edit a Service on an Order?

Navigation: Clients > access a client account > Orders & Invoices > click on a service order

Step 1

Open the Service Order by clicking on the blue order label name.
- Do not click "Quote" or "Invoice No:" those are not editable.

Edit a service on an order in your pet sitting software

Step 2

Check the box beside service(s) to edit, or check "All" to select all records.
Click "Edit."
Make Edits to the service detail, such as the time or staff name.
Click "Update."

Edit a service on an order in your pet sitter software

"Edit Services" Fields Explained

There are multiple options to editing services, all of which are explained below:

Edit Services on a Client Order in Pet Sitting Software

From and To Dates

Select the "From" date as the first date of the services you are entering.
Select the "To" date as the last date of the services you are entering.

Tip: If you are entering one service only (i.e. on one day only), the "From" and "To" dates will be the same. If you enter a range of dates, one service is created on each date.

Service Item

Select the service item, e.g.: Group Walk 1 Dog, from dropdown.

Time

Select the service time. ALL services in your date range will be scheduled at this time.

Note: The service time governs which schedule column the service is displayed within. See What are the Schedule Columns and Column View Headings?

Timeframe ± or Time Block

The timeframe defines the window of time the service should be started. For example, if a service should be started no earlier than 15 minutes before the service Time and no later than 15 minutes after the service Time, set the timeframe to 15 minutes. See Service Item Timeframe. If you do set a timeframe for a service AND you set "Show Time" (see below) to "Yes," the timeframe will be displayed in the schedule.

Time Block "edit" allows you to enter a custom time-block (a time block not preset in the drop-down). For example, a client requests a dog walk from 11:00am-12:00pm, but your preset time blocks include 11:00am-1:00pm. Change the time block for these services, by clicking "edit" by the Time Block, entering the custom time block, click "done."

Show Time

Sometimes it is not necessary to display a specific service time. For example, if you walk 4 dogs together over lunchtime, it doesn't usually matter if you start at 12:00 or 1:00pm as long as the dogs are walked during lunchtime. It is important, however, to group the dogs by schedule period to easily see services that can be done together to plan the work day.

Some clients request a specific time, such as a visit at exactly 5pm, so the time needs to display on the schedule. "Show Time" has a default setting ("Show Time Default", in Admin > Settings > Schedule Settings. "Show Time" initially displays the system default, but you can change it for a particular repeat service.

When "No" is selected, the exact service time is NOT shown in the schedule. Instead the time is only be used to govern which schedule column the service is displayed in.
When "Yes" is selected, the exact service time shows in the schedule and the time also governs which schedule column the service is displayed in.

Staff

The sitter assigned the service.

Quantity

Change the quantity if there is more than one item. For example, if you charge mileage at $0.50 per mile, select the "Mileage" service item and enter the number of miles traveled in quantity.

Unit Charge

Each service item has a standard charge, calculated according to Price Rules you set. The unit charge can be changed manually when adding a service.

Staff Pay

Each service has a standard amount that you pay your staff. Staff Pay rates are calculated according to the staff pay rules you set. This figure can be changed manually when adding a service.

Schedule Ref Override

Replaces "Schedule Ref" on the schedule. For example, if your client has two dogs and their Schedule Ref is "Poppy and Penny" but their repeat service is for Penny only; enter "Penny" in "Schedule Ref Override" to have only "Penny" appear in the Schedule for the service.

IMPORTANT CHANGE TO ORDER OF NOTES:

Client Notes

If a client adds a note when requesting services from their client portal, Client Notes are copied to Staff Notes, but also retained and displayed when editing services.

Staff Notes

Staff Notes now appear (in red) above Invoice Notes and are displayed in the admin and staff schedules, providing a reminder of special instructions. They do not appear on invoices and are not seen by clients.

Invoice Notes

Invoice Notes now appear below Staff Notes and are displayed on the invoice beside the service description and will be seen by clients. These are different from "Admin Notes" which can be added to an invoice and will appear in the Unpaid Invoice report.

Note: If you are adding a range of services, Invoice or Staff notes added here will be added to ALL services in the range. If you want your note to appear on one service, enter services without notes and use "Edit Services" to add notes to the appropriate services. The process is the same for any view of the Schedule (List View, Column View or Compact View). You can also add to or overwrite existing invoice/staff notes to other services.