Work Orders


Work Order Menu -> Work Orders

A Work Order can be used to service or repair equipment, or to make additions to equipment in your firm's rental fleet, closing out the W.O. as an internal repair, and posting only the costs of parts used.
A Work Order can also be used to track service on a customer's equipment and then to bill the parts, labour, and services to the customer on a W.O. invoice.

Refer to Customer Work Orders Overview and Internal Work Order Overview for process flow information on the Work Order and Repair processes.

Work Order Tunable Parameters:
Some of the features and tunable parameters used in the Work Order process include:

Split Billing:
A split billing option is also available, when portions of the parts, labour, and services, need to be allocated to the customer, and/or internally, and/or to a warranty claim.
When the Work Order is printed, the split billing distribution prints for each labour and parts detail.
A Split Billing Summary also prints on a separate page for that W.O.

Parts Requisition:
A Work Order can also be used to produce a parts requisition list, allowing the mechanic to enter a list of the parts required for a W.O., and to print the requisition list for the stock room to record parts in stock and parts back ordered. These parts issued and back ordered can then be posted back to the Work Order.

Employee Time Clock:
Work Order labour records can be generated from employees' time clock records. This is controlled by the Employee parameters and the Time Clock processing as explained on the TS Time Sheet Menu.

Close W.O. with Back Ordered Parts:
A setting in the Company Estimate and W.O. Parameters controls the ability to convert a Work Order to a repair or to an invoice, if any parts are still Back Ordered on the W.O.
This flag also prevents a W.O. from being converted to a repair or to an invoice, if there are any items with an outstanding balance on a Purchase Order referencing that W.O. number. A warning is generated to the operator listing the P.O. numbers and the W.O. cannot be closed until the items on the P.O. are received, or the reference to the W.O.# is removed in Purchase Orders.

Auto-Close W.O. to a Repair when Labor Logged:
A setting in the Company Estimate and W.O. Parameters controls the ability to automatically convert a Work Order for rental equipment to a repair when labor is entered in Fast-Track Work Order Labor.

Post Internal Work Order Labor To GL:
The "Post Internal Work Order Labor To GL" flag in the Divisional Work Order Parameters can be set to cause labor costs to post to the G/L through the 'Rental Journal Transaction Report' in Daily Close 3 when an Internal Work Order is closed for service on a Rental or Sales product.

This is an optional divisional posting feature for firms that need to track cost recovery by division, as internal labor is already expensed through your employees' time worked by payroll.

Parts Received on P.O. Committed for use on Work Order:
When the "Add Parts to Work Order in Warehouse" feature is activated in the Company Inventory Parameters, any Sales parts on a Purchase Order detail that have been assigned a Type W with a valid W.O.# in the expanded P.O. detail line are added directly to that Work Order as "issued" when the part is received in Warehouse Receiving.

Note: If the Division is flagged to use 'Texada Web' then the parts are added to the Work Order as "ordered" to allow the Mechanic to change them to issued as he uses them.
An alert is sent to the Mechanic saying that the part has been received, and if the FL Work Order has already been closed an alert is triggered in SRM at the time of Receiving.

If the Part already exists on the Work Order and no quantity has been issued when the W.O.# is entered on the product detail line of the P.O. the Select Work Order Part window is triggered to select the part detail to be filled on the W.O.

If the Part does not exist on the Work Order or there is already a quantity issued, a new W.O. Part detail line will be created on the Work Order when the product is received in Warehouse Receiving.

Refer to Company Inventory Parameters for complete details on this feature.

Duplicate Parts Checking:
The "Check for Duplicate parts" flag in the Company Estimate and W.O. Parameters can be set to activate a duplicate parts check in Work Order Estimates, in Work Orders, and in Fast-Track Work Order Parts. A warning is displayed on the screen when the operator exits the "Parts" window, for any sales part being used on the order, that are listed on multiple detail lines.

Correcting a Work Order Invoice:
Once a Work Order is converted to a W.O. Invoice, that invoice cannot be changed.
The W.O. is moved to history and it cannot be changed.
To fix a billed W.O. Invoice when there are incorrect parts, quantities, customer, comments, costs, prices, labour, dates, etc:

Availability of Equipment in Service:
The "Update Requirements Default" flag in the Divisional Work Order Parameters, controls whether rental equipment being serviced or repaired on a W.O. is still considered available for rent.
An additional "Prompt to Update Requirements" parameter can be set to cause the operator to be prompted to update availability when the W.O. is created for this division.

The Release Work Order Requirement utility can be used to remove the requirement restriction as required.

Product Status Codes:
A setting in the Divisional Work Order Parameters, can be set to generate a prompt to update the product status code, when a W.O. is created for any non-bulk rental equipment in Work Orders.
The operator is prompted again when service on the non-bulk rental equipment is completed and the W.O. is closed, in Work Orders or Close Internal Work Orders. This allows the equipment being serviced to temporarily be flagged as not ready to rent, and a warning explanation message is then displayed if an operator attempts to put it out on a contract, until the status is changed when it is ready to rent again.
The product status code can also be updated manually in Update Product Status Codes.
For more details on the "Allow Rental" code and product status code processing, refer to Product Status Codes Menu.

Any change to the Product Status Code is tracked in Status Code Change History.

"Transfer WO's where possible"
This "Transfer WO's where possible" prompt is only displayed in the 'Confirmation Screen' when the Receive Internal Branch Transfers details are accepted, if the option to"Prompt For WO Transfer Upon Internal Receiving" has been activated in the Company Estimate and W.O. Parameters.

When this transfer Work Order option is selected on the Inventory Transfer Receipt, the Location on all open eligible Work Orders for non-bulk rental products on the transfer will be updated to match the receiving Location of the Inventory Transfer.
A warning is generated and Work Orders will not be transferred if:

W.O. Detail Defaults:
Defaults to automatically open the windows in Add mode, for the Labor, Parts, Services, Taxes, and Comments details, can be set in Work Order Estimates and in Work Orders, from the Divisional Work Order Parameters.
When reviewing an existing W.O. in Change mode these details windows can opened manually.

Service Recommendations:
A flag in the Divisional Work Order Parameters can activate the equipment service recommendation feature so that service instruction notes for specific equipment can be recorded in Service Recommendations, to automatically display reminding staff the next time the product is entered for service on a W.O.
When a service recommendation detail is selected on the W.O. it is included in the W.O. comments and is flagged as closed in the recommendation file. Any remaining open recommendation details will display again the next time the product is entered for service on a W.O.
Service recommendations for a W.O. can be review after the Work Order# is entered by clicking on the SERVICE REC button, as outlined in W.O. Service Recommendations.

Service recommendations can also be added using Fast-Track Work Order Parts and in Fast-Track Work Order Labor.

Service Notes Document:
Separate external documents for service information notes and instructions can be linked to scheduled equipment maintenance records, that will be printed out following the W.O.
The notes "rtf" filename can be assigned in the "Group Maintenance" window of Groups by maintenance Type and repair Code. This notes document will then default from the Group to any maintenance record created in Maintenance Schedule, for equipment in this Group when it is scheduled for the same Type and Code of maintenance. When the Work Order is printed, the associated service documents will also be generated.

Warranty Comments on W.O. Document:
Warranty Type codes can be setup in Warranty Type Codes with associated Warranty comments, that can then be assigned with an expiry date to the Fixed Asset Tags of non-bulk Rental Inventory, so that when a Work Order is printed for service of that equipment, the Warranty comments and expiry date will print on the Work Order document.

Note: Warranty Type Codes and comments do not apply to bulk rental items, as a specific Asset Tag cannot be identified from the Work Order.

Site Comments on W.O. Document:
Comments associated with the Site Information can be included on the Work Order if the "Add Site Comments To Work Orders" flag is set for the document division in the Divisional Work Order Parameters.
The comments will be given a blank Maintenance Code.

Note: Site comments will need to be removed manually if the site on the W.O. is changed.

Advance Notice for Scheduled Maintenance:
An advance warning trigger for each of the five types of maintenance can be defined by a percent in Maintenance Type Warning Percent to cause a service pending notification to be printed on a current Work Orders for any rental equipment that is going to be due for scheduled maintenance.
The maintenance type description and depending on the maintenance type, the days due, meter due or actual due date for the equipment are printed.

Serialized Sales Part Usage Tracking:
This serialized sales part monitoring process provides the ability to determine the Life-hours of service that can be expected from a serialized sales part, by tracking meter usage through use of the specific serialized part on a Work Order for a Non-Bulk Metered rental product.

This processing applies only to serialized sales parts that are flagged as "tracked items" in Sale Inventory, and that are then added to a Non-Bulk Metered rental product using Work Orders. The usage for the serialized part number tracking begins with the meter hours of the associated Non-Bulk Metered Rental product when the W.O. is closed and ends with the meter hours when the part is next removed or replaced on a later Work Order.
Serialized Sales Hour Usage can be used to report the closed usage tracking details and to evaluate the life expectancy of a serialized sales part.

Primary/Component Work Order:
If the non-bulk primary asset on the Work Order is associated with a component kit in Power Kit Components, in order to update repair history accurately, the operator is prompted to select which of the primary or components should be updated, for each parts, labor, services, or comments record that is added to the W.O.

Auto Generate Customer W.O. from Rental Return or Product Exchange:
There are two methods of generating a blank service Work Order when a non-bulk rental product is returned on a Rental Return or exchanged on Exchange by Contract, Exchanges By Customer, or Confirm Exchange Pickup:

  1. When the product 'Status Code' of a non-bulk rental product is updated at the time of rental return or exchange, a Work Order can be generated automatically if service is always required on return or the customer has damaged the unit.

    Settings in the Divisional Return Parameters activate the "Update Status Code" processing for returns and for exchanges per the division on the contract.
    The appropriate Status Codes that should generate W.O.s can then be defined in Status Code Actions By Group.

  2. A Work Order can also be generated for non-bulk rental products that belong to a Group that is flagged to generate a W.O. at return or exchange, as outlined in Create Work Orders For Returned Equipment.

  3. Division and Location mapping can be defined in the Divisional Work Order Parameters so that the new W.O. gets created for the Service Division and Location instead of the source contract division and location.

    If no mapping has been defined for this division, then the Division and Location assigned to the resulting W.O. default from the Return Location, unless that Return Location is not G/L type Division. Then the WO Division defaults from the source Contract Division and the WO Location only defaults from the Return Location.

  4. The source Contract# is written to the W.O. comment field for reference.

Create Work Order From Create Contract
Some divisions that always only rent a product such as Scaffolding that requires some service or setup in order to rent, require a new Work Order to be created for each Contract.
This feature would not be useful for standard rental divisions.

This feature can be configured in the Divisional Work Order Parameters.

Suppress W.O. Invoice Display
The "Suppress W.O. Invoice Details" setting in the Company Estimate and W.O. Parameters, can be set to skip repeating the display of all the parts details on the W.O. invoice for On Account customers, as parts cannot be changed on a Work Order invoice anyway.
This setting does not apply to Cash Customers.

Mandatory Site:
A flag in the Additional Information for each customer can be set, forcing the operator to enter a valid site code on each document for this customer, with the exception of Point Of Sale Invoices.

Mandatory City:
A flag in the "Required Document Information" in the Company Contract Parameters can be set to ensure that this Bill To City is a valid city registered in City Tax Codes.
A flag in the "Required Document Information" in the Company Contract Parameters can be set to ensure that this Ship To City is a valid city registered in City Tax Codes.

When the City is mandatory on documents, if there is a 'Prov' and/or a 'Postal' code associated with the city in the City Tax Codes table then these Province/Postal values will default to the address when the city is entered on the address.

Mandatory Salesman:
A flag in the "Required Document Information" in the Company Contract Parameters can be set to make the salesman as setup in Salesman Codes, a mandatory field on all documents.

Business Source:
A flag in the Additional Pop-Up Windows, in the Divisional Contract Parameters can be set to prompt for an optional Business Source, as setup in Business Source Codes.
A source analysis summary can then be printed from Business Source Report.

EPA and SS Charges:
Service charges for EPA (Environmental Protection Act) and SS (Shop Supplies) can be setup to calculate as a percent of the labor charges.
The "Charge Work Order Labor Services" feature can be activated by Texada Support in Support Application Parameters and the services from Services Codes can be assigned for EPA and SS charges in Environmental Protection Act/Shop Supplies, where the minimum and maximum charge can be established.

Interim Billing of a Long Term Work Order (W.I.P.):
Generally Work Orders are not billed until the service is completed.
If the "Work Order in Progress Billing" feature is activated in Custom Function Parameters, labor, parts, and services used to date, can all be billed and the customer can be invoiced without closing the Work Order.
When the W.O. is invoiced, the operator is prompted whether this is the final invoice. If it is not the final invoice, additional labor, parts, and services, can be added to the W.O. as maintenance is continued and the W.O. can be re-billed as required.
A window is provided in the 'Totals' screen to view any invoices generated from the W.O.
After the final invoice is created, the W.O. is closed.

Texada Web Location/Mechanic Control:
When Texada Web is utilized as activated in Logistics, and an Employee is assigned to a Work Order from the Texada Web app, the location of the W.O. is changed to the default location of the Operator assigned that employee number.
Any other Mechanics assigned in FL after the first one, must be from the same location as the current W.O. location.

Note: When a location is changed on a Work Order, any back-ordered quantities are moved from the old to new W.O. location via background task transactions, and if a requirements record exists, it is rewritten to the new location.

Texada Web Inspection Forms:
When Texada Web has been activated in Logistics, Inspection Forms can be linked to a Work Order to provide details on the order or to add a check list for the service work required by that W.O.
The details of the forms can first be setup in the Inspection Forms table, then the form is assigned to the W.O. as follows:

Security:
Operators must have Security Role permission to access Work Orders in the menu tree.
Without this role permission, neither can the operator convert or clone an Estimate to a W.O.

The prompts to generate a W.O. or a Requisition List are:

WORK ORDER #
Accept the auto assigned Work Order # or type in your own Work Order #.

The ability to over-type the document number is controlled by the "Allow Custom Document#" flag for the document type defined in Last Used Transactions.
A warning is generated if the number has already been used or if the number is greater than 9 characters.

Existing Work Orders can be viewed in the window on the Work Order# field as outlined in Estimates/Work Orders Search.

Locked W.O.:
If an existing Work Order is in use by a Texada Web mobile unit, or an employee has been assigned to W.O. through Texada Web, the W.O. cannot be modified or deleted until the work is completed.
A warning is triggered to alert the operator of the conflict.
Only operators with the security flag to "External WO Employee Access" in the 'Miscellaneous' window of Security Role Permission have the ability to remove the employee from the Active Employees on this Work Orders window and/or to release the external lock on the Work Order.
When a Work Order is unlocked a record is written to the Delete Log for WOWH01.


DATE
Accept today's date, or type in the date the Work Order was started.
A flag in the Divisional Work Order Parameters can be set to control whether the Labor, Parts and Services details on a Work Order, default from this date defined on the Work Order header, or to today's date.
The default date on the details can be over-typed as required.

Date Range Control:
If the operator does not have date range override permission, to help prevent data entry errors the date is checked against the current Date Range allowed for "WOWH" WORK ORDERS, as defined in Date Range Control.

External Service Dates:
If your firm uses an external third-party to complete service on Work Orders and the "Prompt WO external out and due in dates" option is activated in the Company Estimate and W.O. Parameters to track the dates the product is out for service, then this Work Order Date becomes the expected "Work Order Project Completed Date".

Additional Dates to track external service include:

REQUIRED DATE
The W.O. 'Date' becomes the 'Required Date' for this processing.
Accept the default today's date, or enter the expected "Work Order Project Completed Date".
DATE OUT
Accept the default today's date, or blank out the date if there is no external service on this W.O., or type in the date that the product was sent out for external third-party service work.
DATE IN
Accept the default today's date, or blank out the date if there is no external service on this W.O., or type in the date that the product is due back from the external third-party service.
This date cannot be later than the W.O. Date as this has become the required completion date.

These dates are reflected on the spreadsheet output of the Work Order Report and the Work Order Detail Report.
These dates are displayed on the Texada Web Dispatch.


DIVISION
Enter the division that applies to this Work Order or select one from the drop-down list.
The division defaults to the operator's division defined in Operators.

Income, revenue, and expenses are tracked by the division, and posting to the correct G/L accounts for that Division is automatic.


LOCATION
The location entered determines from where the parts inventory is taken.
The location defaults according to the operator location defined in Operators.

G/L transactions to update inventory costs always post to the G/L Location from which the inventory was relieved.
Once parts have been added to the W.O. this Location on the Work Order header can no longer be changed.

When an Employee is initially assigned to an existing Work Order from the Texada Web app, the location of the W.O. is changed to the default location of the Operator assigned that employee number, and any back ordered parts or requirement records are also changed to the new location.
Refer to the notes above for Texada Web Location Control: for more details.

Note: The location defaults from the Division and cannot be changed if your firm uses the "Sales Item Average Cost By Location" feature as set in the Support Application Parameters.


CUSTOMER#
Enter one of the following:
  • Type in the customer's number, or use the Document Customer Search window to look up the customer, or to add a new customer.
  • If the customer is a CASH CUSTOMER, leave this field blank to use the default customer number for the division, as defined by the "Customer# to Clone" in the Divisional Contract Parameters.

  • Because walk-in Cash customers on Invoices or Work Orders are often one-time customers, they are not auto-added as new customers in Customer Information table even though the 'Add Cash Customer' feature is activated in the Divisional Contract Parameters.

  • To enter an Work Order to service your own equipment, enter the customer number REPAIR to indicate that this is an internal W.O.
    For information on how to setup the Repair customer for internal Work Orders, refer to Internal Work Order Process.

Once the customer number has been selected, any customer comment stored in Customer Information, displays at the bottom of the W.O. header screen.


NAME
Accept the customer's name or type in the name as it is to appear on the invoice.
This does not change the Customer Information file.

CREDIT LIMIT WINDOW
If the customer's Account Balance has exceeded the Credit Limit, a Credit Limit Warning will display, showing the Credit Limit, and the Account Balance with the percent over the limit.
A window is provided to view the unpaid account details.

A flag in the Company Security Parameters can be set to prevent a customer number from being entered on a document if the customer's Credit Limit has been reached or exceeded.


CREDIT RATING WARNING
This Credit Rating Warning window is triggered if the customer has been assigned a Credit Rating level that is flagged to generate a warning when new documents are entered.
A window is provided to view the unpaid Account and aging details.

After the warning is acknowledged, the operator may be able to continue to enter the document, depending on the credit warning flag in Credit Ratings.


CONFIRMATION REQUIREMENTS
Confirmation of accepting the Credit Warning and continuing can be required:
  • Password Authorization:
    If your firm requires stricter controls on overriding the credit limit, a Password Authorization Requirement can be setup.
  • Reason Code:
    Over-ride Reason Code tracking can also be activated for the clerk to explain why it was overridden, as outlined in Reason Code for Override.


ADDRESS
Accept the customer's address or type in the correct address.
This does not change the Customer Information file.

ADDRESS
Accept the address or type in the correct address.

CITY
Accept the city, or type in the correct city.

The city can be used to control taxes and tax exemptions.
A City Search window is provided to view cities and the default tax codes.
Additional cities can be added in this window as required.

A flag in the "Required Document Information" in the Company Contract Parameters can be set to ensure that this Bill To City is a valid city registered in City Tax Codes.
When the Bill To City is mandatory on documents, if there is a 'Prov' and/or a 'Postal' code associated with the city in the City Tax Codes table then these Province/Postal values will default to the Billing address when the city is entered on the address.


PROV/STATE
Enter the province or state where the customer is located.
This value defaults from City Tax Codes if Bill To City is mandatory and the City has a Prov defined.

POSTAL/ZIP
Enter the postal or zip code of the customer.

A flag in the "Required Document Information" in the Company Contract Parameters can be set to force the operator to enter a valid Postal or Zip code to match the mask format as setup for the customer's currency in Currency Codes.
This value defaults from City Tax Codes if Bill To City is mandatory and the City has a Postal code defined.

When Vertex tax processing is activated in the Company Taxing Parameters, this address of Street, City, Prov/State, and Postal/Zip is validated against the Vertex database.
If there is a discrepancy in the address information, a Vertex error is triggered, and the address must be corrected.
If only a partial address is entered (e.g. no Postal/ZIP ), Vertex attempts to find the tax area for the information that is supplied, but if multiple tax areas could apply a Vertex error is triggered, and more specific address information must be entered.


PHONE #
Accept the telephone # or type in correct number.

FAX #
Accept the fax number or type in the fax number.

SHIP TO
The document allows for two addresses, the Bill To Address and the Ship To Address.
  • The Bill To address is stored in Customer Information and indicates where the invoice should be sent. The Ship To Address indicates where the equipment will be used.
  • The Ship To address defaults to the Bill To address, since most equipment is used at the same place as it is billed.
    If the Ship To address is different, enter the site or job description that relates to this Work Order, or use the Site Search window to select an existing site, or to add a new site, or just over-type the "Ship To" with the actual place the equipment was used.
    The Site window can be set to open automatically. This is controlled by the division flag in Additional Pop-Up Windows, in the Divisional Contract Parameters.

    A flag in the Additional Information for each customer can be set, forcing the operator to enter a valid site code on each document for this customer, with the exception of Point Of Sale Invoices.
    A flag in the "Required Document Information" in the Company Contract Parameters can be set to ensure that this Ship To City is a valid city registered in City Tax Codes.
    When the Ship To City is mandatory on documents, if there is a 'Prov' and/or a 'Postal' code associated with the city in the City Tax Codes table then these Province/Postal values will default to the Shipping address when the city is entered on the address.
    Customer and global sites are setup in Customer Site Information.


SHIP VIA
If the customer is returning for the repaired equipment, select the Ship Via code for Customer Pickup.
Otherwise, select a Ship Via code to indicate how the equipment will be returned to the customer from the drop-down list, as set up in the Ship Via Codes.

CLERK
This is the clerk associated with this document and the clerk name will print on the document.

If the flag to "Prompt for Clerk" is not set in the Company Security Parameters, then the operator code currently signed into the session will automatically display but can be over-typed as required .
If "Prompt for Clerk" is activated a valid operator code must be entered in this field and the clerk name will print on the document.
A further flag can be set to require the operator's password to verify the clerk's identity.

PASSWORD
This password prompt only appears if the Company Security Parameters is set to prompt for the Clerk's password.
Enter the corresponding password for the 'Clerk Code'.
Three attempts to enter the correct password are allowed before access is refused and the operator must re-enter the Clerk Code.

VERTEX CODES
The Vertex Information window only appear if the Vertex Tax Software processing has been activated from the Company Taxing Parameters.
TAX RATE
The appropriate Vertex rate is displayed for the tax area.
This field is only displayed with Vertex software and is an information field only and is calculated based on the address region.

GEOCODE
This field appears if the Enhanced Tax processing is activated from the Company Taxing Parameters, to determine tax and tax exemptions to be charged.
A window is provided to search for the appropriate GEOCode as outlined in GEOCode Select.

Note: If the GEOCode or the Taxes are changed on an existing document a warning is triggered that the details and services taxes need to be changed manually if required.

The Tax window in the sub-menu at the end of the header screen displays the taxes and exemptions to be applied on this document.


TAXES
This Tax window does not apply if the Vertex Tax feature is active.
  • Standard Tax window:
    The standard tax codes default according to the Rules as outlined in Tax Maintenance Overview.

    The ability to change the 'Tax Codes' is controlled by operator permission setup in Security Role Permissions.
    If the operator has role permission, these tax codes may be changed for the products, services, and waiver, on this document.
    Select from valid Tax codes in the drop-down list.

    Note: The Tax Code NTX over-rides any other code at any level.

    Tracking Tax Changes:
    Changes made to either Standard Tax Code 1 or 2 on the header, labour, parts, services, or damage waiver of counter documents including Contracts, Quotes, Reservations, Work Orders, Sales Orders and Invoices, are written to the Audit Log and can be viewed under the "DOCUMENT TAX CODES" category.

  • Enhanced Tax window:
    The taxes and exemptions to be applied are displayed as explained for Enhanced tax processing in Tax Codes By GEOCode.
    If the operator has role permission, the tax codes can deleted in the window and the exemptions can be modified as required.

Note: If the GEOCode or the Taxes are changed on an existing document a warning is triggered that the details and services taxes need to be changed manually if required.


P.O. #
Enter the customer's Purchase Order, if applicable
Some customers require P.O.'s on all documents. If this applies, the customer should be set with "P.O.# Required" in Customer Information.
A blanket P.O.# can also be assigned in Customer Information. This blanket P.O. defaults to all P.O. fields for the customer, but can be over-typed when required.

SALESMAN
The salesman code from Customer Information will display on the screen.
Accept or type in the salesman code who will get credit for this invoice, or select one from drop-down list.
This is important if sales commissions apply.
This is printed on the invoice.

SALES DISC%
This is the sales discount that the customer normally receives on purchases, but this is information only, and is not automatically given because a sales discount may or may not apply to parts used on a Work Order.
The operator must enter a 'Parts Discount%' to apply a discount on parts used on this W.O.

PARTS DISC%
Enter the discount percent to be applied on parts used on this Work Order.
e.g. Enter 3.5% as 3.50

LABOR DISC%
If the customer receives a discount on labor for this Work Order, enter the percentage.
e.g. Enter 10% as 10.00

CURRENCY
The currency code associated with the Customer on the W.O. is displayed but this can be changed if required by selecting a different currency from the drop-down box as set up in Currency Codes.
The Repair currency is printed on the following reports to flag transactions that may have currency exchange costs on the services:
Repair History Report
Repair History Report By Product#
Repair History Inquiry
Print Repair Transactions

LOCATION AND EVENT INFORMATION Window
This window only appears if the event management processing has been activated in the Company Rate Parameters and it has not been de-activated for the operator's division in the Additional Pop-Up Windows, in the Divisional Contract Parameters.

Click CANCEL or the ESC key to exit this window if event rates do NOT apply to this document, or enter the event information as outlined in the Location and Event Information window.


MAKE/MODEL
This is the make and/or model of the item to be repaired.
  • When repairing your own equipment, type in the product # or look it up in the Inventory Search window.
    Repairs can still be made to disposed Rental Inventory. A warning is displayed on the screen and the operator is prompted to continue.
  • When repairing a customer's product that has not been serviced before enter a description of up to 12 characters.
    These products can be reflected on the Open Work Order Report.

Repair history records are maintained by this Make/Model number or description.
It prints on the work order and on the invoice.

MAKE/MODEL Window:
The search options in the product lookup window include:
  • PRODUCT SEARCH
    This window can be used to look for a product in your rental fleet, as outlined in Inventory Search.
  • REFERENCE PRODUCT SEARCH
    Use this Reference Product Search window to search for a customer's product that is NOT in your product file, but that has been serviced on W.O. before, and so it does have a repair history.

    If the product is not in the product file and has never been serviced on a W.O. before, click OK to exit the search window without selecting a product record.

  • UPDATE PRODUCT STATUS CODE
    This prompt applies to non-bulk rental equipment only and is controlled by a "Prompt for Status Code" flag in the Divisional Work Order Parameters.

    Window to display the current configurable status code for this product.
    A new code can be entered for this product while it is being serviced, or selected from the valid codes in the Product Status Codes Search window.
    Only codes having the same depreciation permission flag as the designated code, are valid for this product.

    Any change to the Product Status Code is tracked in Status Code Change History for WOWH01.

    When the W.O. is completed and closed, the operator will be prompted again to update the product status code.

    REASON
    If the product status code is changed to a code that does NOT allow rental, this prompt for a Reason code appears.

    Enter a reason code for the change in the product status code.
    Reason codes are setup in Override Reason Codes. A record will be written to the over-ride file that will be included in Print Override Report.
    For more information on this security feature refer to Override Security Overview.

Finished?

Click OK to close and exit the window.

EXISTING WORK ORDERS window:
If a product number has previously been entered for service on a W.O. in the 'Make/Model' field and that W.O. has not yet been closed, this window opens displaying the outstanding Work Order numbers and the customer names.
Windows are provided to drill down to view the W.O. header, details, and totals as outlined in View Document Information.

A flag in the Company Estimate and W.O. Parameters, can be set to prevent a new W.O. from being created for a Non-Bulk product if an open Work Order already exists.

All outstanding Work Orders can be viewed by Make/Model in Work Order Inquiry By Make/Model.
Invoiced Work Orders can be viewed by Make/Model in W.O. History Inquiry By Make/Model.


WARRANTY EXPIRY
If the Warranty is still in effect, the Warranty Expiry Information window appears for non-bulk rental items providing the warranty expiry date, as recorded on the Asset Tag Detail.
A second Warranty In Affect Alert is triggered when the W.O. header is completed for a non-bulk rental product to alert the operator. This message can be customized by division in the Divisional Work Order Parameters.

SERVICE RECOMMENDATION
This window is available if the processing has been activated in the Divisional Work Order Parameters, and there are any open service instruction details for this non-bulk rental equipment in Service Recommendations.

Selected recommendations will be flagged to print in the Work Order Comments.

Note: All service recommendations for this non-bulk rental product can be viewed by clicking on the SERVICE REC button at the bottom of the screen.


DESCRIPTION
When repairing your own equipment, the product description displays as it will print on the Work Order and invoice.

If the operator has been given Security Role Permissions in the "Document Access Fields" to change product descriptions in document entry, this product description can be over-typed if required.
Changing the descriptions on parts used, is not restricted by security to allow maintenance to utilize a miscellaneous parts in servicing the equipment.

When repairing a customer's product that has not been serviced before enter a description of up to 20 characters.
e.g. CHAINSAW


IN SERVICE
The date displayed is the 'In Service' date entered in the Make/Model and Re-order Information window for Rental Inventory.

PLATE #1
The product's first 'License Plate #1' displays as entered in the Make/Model and Re-order Information window for Rental Inventory.

SERIAL #
This is an optional field.

If this is a non-bulk rental item from your rental fleet, the serial number from the Asset Tag is displayed.
If this is a bulk rental item a Asset Tag Search window is provided to view and select from valid tags for this product. The serial number displays from the selected tag.
If this is a customer's product, enter the serial number of the item to be repaired.


BILLING TYPE
Select one of the following billing options:
  • Click No if there is no split billing for this W.O. and it is to be charged completely to a customer, or closed out completely to an internal repair.
  • Click Split if this W.O. billing for parts, labor, and/or services, is to be split between the customer and/or internal repair charges.

  • Click Warranty if this W.O. billing for parts, labor, and/or services, is to be split between the customer, and/or internal repair charges, and/or warranty claims from the Supplier.

Note: Internal charges can only be entered for labor, service or parts on valid 'Make/Model' products in either the Rental Inventory or Sales Inventory.

VENDOR#
This field only applies if there is warranty coverage.
Enter the Vendor # for the warranty claim, or select the Vendor from the window.
The Vendor selected, must have a valid Warranty Clearing account, and valid Tax codes setup in Vendor Information.

Note: The option to split the billing of a W.O. between your firm, the customer, and/or warranty, is disabled if the feature for "Work Order In Progress Billing" is activated in Custom Function Parameters for your company.


METER AMT
If the 'Make/Model' is your product #, and it has a meter, the current meter reading is displayed.
Accept this meter count or over-type it with the correct meter reading.

LTD METER
This count includes the total units logged from all meters utilized on this product, including any rollovers and replacements.
A window is provided to view Meter History.

REPAIRED BY
Enter the name or initials of the shop staff assigned to this job, or leave this field blank if it is not relevant.

This name will print on the Work Order and resulting Work Order Invoice as "REPAIRED BY: Name".
The wording of the text preceding the name on the document, respects the text defined for the two languages in the Document Field Labels table.


MAINT. SCHED
This applies only if 'Make/Model' has identified your own equipment, and the service is for a valid Product #.

Select one of the following options:

  • Click Yes to view the maintenance records for the equipment, and to update a single service record.
    A window opens to select the appropriate maintenance record from the schedule, as outlined in Maintenance Type and Code Search.

    The Power Kit Maintenance Schedule Selection window is triggered if the product on the W.O. has a Power Kit assigned to it, so the operator can select the correct products requiring service.

  • Click No if the service on this equipment is not scheduled maintenance, or if this W.O. is for a customer's product.

  • Click Multiple if more than one maintenance schedule record applies.
    The Maintenance Type and Code Search window opens displaying the existing Maintenance Schedule records.
    Select each maintenance record individually that is to be completed on this W.O. by adding it to the list displayed in the Maintenance Schedule window.

MAINT. TYPE
The Maintenance Type is displayed if a single maintenance schedule applies.
The words "Multiple Maintenance" display if more than one maintenance schedule has been selected.
MAINT CODE
The Maintenance Code is displayed, if a single code is applicable.

Note: When Work Orders have multiple maintenance codes using parts that charge taxes or fees according to the Class/Group Service Charges, the charges generated will reflect those maintenance codes.
For example: If 6 litres gas with code AA, and 4 litres of gas with code DD, are used, then two carbon tax service lines are charged. One with maintenance code AA for 6 litres, and the second with maintenance code DD for 4 litres.

The Work Order number assigned to the product will print on the Maintenance Schedule, to help track work in progress. When the Work Order is finished, (either invoiced or closed to a repair), the Maintenance Schedule entry is closed.

The instructions from the Maintenance Report for this item can be used as a basis for setting up the labor and parts on this Work Order.


POSTING TYPE
This mandatory Work Order 'Posting Type' is used to determine the G/L COGS and Revenue posting accounts to use for parts used on this service transaction.
A default Posting Type can be defined in the Divisional Work Order Parameters for Work Orders created for this Division, and can be changed on the document as required.
Select one of the following types:
  • Select Standard to post to the standard Cost Of Goods Sold and Revenue Account defined in the Sales Product Class for parts used on the W.O.
  • Select Cust Damage if the customer needs to pay for the service on rental equipment, and to post to the Cost Of Goods Sold - Customer Damage and Revenue Account- Customer Damage defined in the 'Work Order Posting Accounts' window of Sales Product Class, for parts used.

  • Select Cust Repair if the repair is on customer owned equipment and to post to the Cost Of Goods Sold - Customer Repair and Revenue Account- Customer Repair defined in the 'Work Order Posting Accounts' window of the Sales Product Class for parts used.

  • Select Internal to post to the standard Cost Of Goods Sold and Revenue Account defined in the Sales Product Class, for parts used on the repair.
    This option is only available if the product being serviced is included in either Sales Inventory or Rental Inventory and the Security Role assigned to the operator in Operators has permission to close a "Work Order - Close/Create Internally".

When the W.O. is completed and closed, the opportunity to confirm or modify this 'Posting Type' is again provided.

Note: Any Work Order with a Deposit amount taken cannot be converted to an 'Internal' repair, and any Work Order already flagged as 'Internal' cannot take a Deposit.


TOTALS
If an existing Work Order is being reviewed the total charges on this W.O. are displayed as follows:
LABOR
This is the total labor charges already reported for billing on this W.O.
LABOR COST
This is the total labor cost for all employees that worked on this W.O., based on the 'Hourly Rate' of each W.O. service technician as set in Operator Time Charge, multiplied by the hours of labor that each worked on the W.O.
This labor cost total is also output on the detailed Work Order Report.
PARTS
This is the total charge for parts used this W.O.
SERVICES
This is the total services charges already reported for billing on this W.O.
TAXES
This is the tax total calculated for labor, parts, and services on this W.O.
TOTAL
If the billable Work Order total.
DEPOSIT
Any Deposit being held on this W.O. is displayed.
W.O. deposits can be taken on the 'Work Order Totals' screen.

Note: Work Orders that have a deposit taken cannot be closed to an Internal repair, and cannot be deleted in Delete A Single Work Order until the deposit amount is refunded on the W.O.
W.O. Invoices that have been paid or partially paid by a deposit cannot be reversed in Reverse W.O. Invoices.


Customer Comment
If a Comment line has been entered in Customer Information, the comment is displayed in red for the operator's information only. It does not print on the document.

Finished?
Click ACCEPT to continue.
UPDATE METER READING
If this is a metered rental product being serviced and if the 'Meter Amt' was changed on this Work Order, a confirmation window prompts whether to "Update the meter at this time?"

Click NO if the product file should not be updated with the new reading.

Click YES to update the product file.
Confirmation will be required as outlined in Update Product Meter Information.


UPDATE PRODUCT AVAILABILITY
This prompt whether to "Reduce the available quantity of this product" is controlled by a flag in the Divisional Work Order Parameters.

Click YES to update the availability requirements for the product that is being serviced, so that it is considered NOT available for rent until the W.O. is closed.

Click NO if the product should remain available for rental while the Work Order is open.

If the operator is NOT prompted to update the requirements, the equipment being serviced on the W.O. will be considered as available for rental or as NOT available for rental according to the "Requirements Default" for the division, as set in the Divisional Work Order Parameters.

Note: The Release Work Order Requirement utility can be used to remove the restricting requirement as required.


UPDATE PRODUCT STATUS CODE
This prompt applies to non-bulk rental equipment only and is controlled by a flag in the Divisional Work Order Parameters.

If the equipment already carries a 'Reserved' status, a warning is first triggered.
e.g. currently On Contract, or On Delivery

The current configurable status code for this product is then displayed.
e.g. Available for Rent
A new code can be entered for this product while it is being serviced, or selected from the valid codes in the Product Status Codes Search window.
Only configurable codes having the same depreciation permission flag as the current code, are valid for this product.
The corresponding warning message for this status code will then be displayed if an operator attempts to put the product out on a contract, until the status is changed back when the W.O. is closed and it is ready to rent again.

Any change to the Product Status Code is tracked in Status Code Change History for WOWH01.

When the W.O. is completed and closed, the operator will be prompted again to update the product status code.

REASON FOR OVERRIDE
If the 'Inventory Status' is changed to a code that does NOT allow rental, the Prompt for Reason Code window is triggered.
Enter a Reason for the change to the product status or select one from the drop-down list.

WORK ORDER DETAILS
After the Work Order header information is completed, the details on labor, parts, services, taxes, and comments can be entered.
The W.O. can be printed, or closed and converted to an Invoice.

Note: The windows to each of the Labor, Parts, Services, Taxes, and Comments details, can be set to open automatically when a new Work Order is being entered as determined in the Divisional Work Order Parameters.

LABOR
Window to enter and update Labor details on this Work Order, as outlined in Work Order Labor.

PARTS
Window to enter and update Parts used on this Work Order, as outlined in Work Order Parts.

SERVICES
Window to enter and update any Service charges for this Work Order, as outlined in Work Order Services.

TAXES
The Tax window displays the distribution of the taxes. This is information only.
If these taxes are not correct change the tax status on each labor/parts/services detail on the Work Order.

TOTAL
The Work Order totals for each of the labor, parts, services, and taxes windows, display with the current Work Order Total.

Deposits:
If a Deposit is taken then:
  • the deposit can be applied against the resulting W.O. Invoice when the job is finished, with any over payment refunded or any under payment charged on account or paid by the customer.
  • the W.O. cannot be closed to an Internal Repair as no invoice is generated and the deposit would never be used.
  • if the W.O. is already flagged as 'Internal' then no deposit can be taken.
  • the W.O. cannot be deleted in Delete A Single Work Order until the deposit amount is refunded on the W.O. and both the deposit and the refund are posted.

The prompts to take a Deposit include:

ACCUM DEPOSIT
The sum of previous deposits on this contract appears on the screen. This is a display only field.
A window is provided to view the deposit history on this document as outlined in Deposit History.

Note: Only unposted same day TP Credit Card payments can be completely Voided in the Deposit History window.


DEPOSIT AMOUNT
Enter the amount of the Deposit as positive.

Deposit Refund:
If a W.O. is cancelled or voided, any outstanding deposit must be refunded in order to delete the Work Order.
A deposit refund can be entered as a negative dollar amount, usually in the same Method of Payment that it was taken.

With Texada Pay if the 'Refund Existing Payment Only' control is activated in the Texada Pay configuration, a one-time refund can only be given if it is less than or equal to an existing deposit transaction amount.
Some clearing houses will not approve a refund unless the original payment has been processed and approved so if a refund cannot be processed immediately the operator is given the option to add the Refund Request to the TP Pending Refund Queue table to be re-submitted to the clearing house at a later time.


DEPOSIT DATE
Accept the default date or entered the correct date of the deposit.

DEPOSIT METHOD
Enter the payment method or select how the dollar amount was taken from the options outlined in Taking the Payment Options and Explanations.
The payment method is based on whether the Texada Pay feature has been activated and the currency of the Customer.

CASH DRAWER
If Cash was taken for the deposit and the operator signed in has been flagged to utilize the Cash Drawer in Operators, the associated drawer opens per the command set in the Cash Drawer utility.
If a specific drawer has not been assigned to the operator, then the default drawer assigned for the document division in Divisional Miscellaneous Parameters, opens.
An audit record is written to the Cash Drawer Inquiry for function WOWH01B, with the system generated reason of Work Order".

GENERATE RECEIPT
If a Deposit was taken on the document the Print Receipt pop-up is triggered for the payment if the 'Prompt for Payment Receipt' feature is activated in the Company Customer Forms Configuration settings.

COMMENTS
Notes related to this Work Order can be entered to describe the job completed in addition to the Labor description or standard comments as setup in Marketing Codes can be selected, as outlined Document Comments.

If the W.O. was generated from the Create Maintenance Work Orders utility then any "Maintenance Instructions" from the original Maintenance Schedule are added to the document 'Comments' on the resulting W.O.

Comments associated with the Site Information can be included on the Work Order and resulting W.O. Invoice, if the "Add Site Comments To Work Orders" flag is set for the document division in the Divisional Work Order Parameters.
The comments will be given a blank Maintenance Code.

Note: Site Comments will need to be removed manually if the site on the W.O. is changed.

If "Prompt For Maintenance Codes On Work Order Details" is activated in Company Estimate and W.O. Parameters, the W.O. comments are always sorted together by Repair Code, as entered in W.O. Comments By Repair Code.

W.O. Comment lines can also be added and modified from the external Texada Web app.


INVOICE
Window to view any invoices previously generated from the W.O., with the invoice date, status, and invoice total.
There will only ever be more than one invoice per Work Order if the feature to allow "Work Order in Progress Billing" is activated to allow interim billings.

Additional Actions include:


Modifying a Work Order Invoice
Once a Work Order has been closed and invoiced, the resulting W.O. invoice cannot be changed.

If the WO invoice is out of balance between details and the total it will be caught in error in Daily Close 1 and can be accessed only to fix it in Miscellaneous Invoices.
If changes are required and the invoice has not been posted in the Daily Close 1 program, then the invoice is still current and can be reversed. Make any changes to the original Work Order and then close the Work Order out to create a new Invoice.
The first invoice will be set to zero dollars with an invoice comment noting that the invoice was reversed. The date and operator are also noted.


Posting Customer Work Order Invoices
All invoices created through Work Orders are posted with Daily Close 1, Daily Close 2, and Daily Close 3. This means that Work Order Invoices are posted with the other invoices created from Contracts, Quotes, Reservations or Sales Orders.

If the charges for a W.O. are split between the customer, internal, and/or a warranty claim, the Invoice is generated for only the Customer's charges.
Any Warranty postings to Revenue and to the Vendor's warranty clearing account, post on the Daily Close with this Invoice.
Any internal split charges are converted to a Repair Transaction with Type S (SPLIT BILLING). These internal charges will post with the repairs on the Rental Journal Transaction portion of the next Daily Close 3.


Posting W.O. Repairs and Additions to Rental Fleet Equipment
G/L postings for internal repairs and additions on equipment will be included on the 'Rental Journal Transactions' report to post on the next Daily Close 3, as outlined in Close Internal Work Orders.

Holding Back Problem Invoices from Posting
To hold back a Work Order Invoice from posting with the regular Daily Close run, use Hold/Release Current Invoices and set the Hold flag on the specific invoice number.
An invoice marked HELD will be skipped during the Daily Close run, until it is released.

When the invoice is ready to post use the same program and remove the Hold flag so that the invoice can be picked up in the next Daily Close run.

Note: The Contract# displayed on this screen is actually the Work Order # for this invoice.


Warranty Claims
If a W.O. or portion of a W.O. charge, was entered using Split Billing as a warranty charge, the credit to warranty revenue and debit to the warranty clearing account, post in the Daily Close with the invoice.
This means even if there is no charge to the customer, a zero dollar invoice must still be generated from the W.O.
The warranty claim should then be manually submitted to the Supplier/Vendor.

The Warranty Claim Report can be used to help reconcile the warranty claims being processed.

If a claim is not accepted and will not be paid by the Vendor, the warranty revenue and clearing postings need to be reversed using Miscellaneous Journals.
If a claim is accepted as a credit to your account with the Vendor, enter a credit invoice in A/P Invoices, and distribute to the Vendor's warranty clearing account, as setup in Vendor Information.

If the non-bulk product is still under warranty per the Asset Tag Detail, a Warranty In Affect Alert is triggered when the W.O. header is completed.
The message can be customized by division in the Divisional Work Order Parameters.

ACTIONS:
Additional actions provided by buttons on the Work Orders screen include:


Topic Keyword: WOWH01
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