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:
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:
Note: The Division on the Work Order does not change.
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:
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.
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.
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.
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:
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 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:
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.
Income, revenue, and expenses are tracked by the division, and posting to the correct G/L accounts for that Division is automatic.
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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
Repair history records are maintained by this Make/Model number
or description.
It prints on the work order and on the invoice.
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.
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?
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.
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.
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
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.
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.
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.
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.
Select one of the following options:
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.
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.
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.
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.
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.
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.
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.
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.
The prompts to take a Deposit include:
Note: Only unposted same day TP Credit Card payments can be completely Voided in the Deposit History window.
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.
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.
Additional Actions include:
Print Work Order or Parts Requisition:
Click the PRINT button to print out a copy of the
Work Order or of the Parts Requisition, as outlined in W.O. Print Confirmation.
Close Work Order:
Only the INVOICE W.O. button is displayed if the operator does not have permission to generate Internal Repairs, and it is only enabled if the operator has Security Role permission to the "Work Orders - Close/Invoice" action.
Note: A Work Order cannot be deleted or closed if it is currently in use on a Texada Web device.
Select 'Cust Damage' to create a W.O. Invoice if the
customer needs to pay for the service on rental equipment, posting
to the Cost Of Goods Sold - Customer Damage and Revenue
Account- Customer Damage defined in the 'Work Order Posting
Accounts' window of the Sales Product
Class, for parts used.
A W.O.Invoice billed to the customer will be created as described
by the Invoice processing path below.
Select 'Cust Repair' to create a W.O. Invoice for the
repairs on customer owned equipment, posting 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.
A W.O.Invoice billed to the customer will be created as described
by the Invoice processing path below.
Select 'Internal' if the Work Order service was for your
own equipment and is not to be billed to a customer.
The internal repair, service, or addition to the equipment can then
be completed as outlined in Close Internal
Work Orders.
The Work Order will be deleted from current Work Orders and moved
to history.
Posting for parts used will be to the standard Cost Of Goods
Sold and Revenue Account defined in the Sales Product Class.
The 'Internal' 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".
A completed maintenance history for this product can be generated from Print Repair Transactions.
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.
If the parts are on a P.O., the Outstanding Purchase Orders window is triggered displaying the P.O. information, and the W.O. cannot be closed and billed until the parts are received or the reference to the W.O. is removed from the P.O.
Click NO to bill the customer for the charges logged on the Work
Order even if they differ from the original estimate.
Click YES to bill exactly per the original estimate, as outlined in
Invoice per Estimate Discrepancy.
Click YES if the service on this W.O. is completed and the Work
Order should be closed after this final invoice is generated.
Click NO if this is an interim billing on labor, parts, and
services committed to date, and if additional charges will be added
to this W.O. to be billed again later.
The current status code for this product displays.
Type in the new code for this product now that service is
completed, or select from the valid codes in the Product Status Code Search.
Only status codes having the same "Allow Depreciation" flag can be
re-assigned.
Any change to the Product Status Code is tracked in Status Code Change History for WOWH01B.
If the W.O. has be closed to an invoice to bill the customer and
the "Suppress W.O. Invoice Details" is not activated, or
this W.O. invoice is for a Cash customer, the part used are
displayed on the screen as outlined in W.O.
Invoice Details, however no changes, additions or deletions can
be made to a Work Order invoice.
Click OK to view the Services, as outlined in Invoice Services and Totals.
Note: The Work Order Cost & Revenue Calculation can be used to examine how the costs and revenue were calculated for the parts and labor.
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.
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.
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.
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:
This button is also disabled if the Work Order is currently assigned to or in use by a Texada Mobile unit.
To delete an existing W.O. click the DELETE button
before selecting the Work Order number, and proceed as outlined in
Delete A Single Work Order.
This delete utility makes permanent deletions of the entire
W.O.
A deletion record for function WOWH19A is generated to track the
deleted W.O.#, date and operator code. The deletion record can be
reviewed in Delete Log.
A flag in the Company Security Parameters
controls whether the individual details deleted from Work Order are
also tracked in the Deletion Log.
Review Service Recommendations for the W.O.:
The SERVICE REC button is only active when a selected
Work Order is for a non-bulk rental product and the "Allow
Service Recommendations" processing has been activated for the
division in Divisional Work Order
Parameters.
Service recommendations for a W.O. can be reviewed in the W.O. Service Recommendations after the Work
Order# for a non-bulk rental product is entered by clicking on
the SERVICE REC button.
This flag in the Divisional Work Order Parameters also triggers the service instruction notes for the equipment recorded in Service Recommendations to be displayed automatically as a reminder to 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 can also be added using Fast-Track Work Order Parts, and Fast-Track Work Order Labor.
Link a File to this Document:
After selecting a W.O. click the ATTACHMENTS button
to review and set any File Attachments
associated with this document.
The link to an attachment will be passed on to any resulting
documents created by converting the document to another document,
such as Estimate to a W.O. or to an Invoice.
Note: If there are any attachments linked directly to this
document, a checkmark is displayed below the
ATTACHMENTS button to alert the operator.
No checkmark displays if there are no attachments or if there are
only attachments on the "Associated Tab".
Assign an Inspection Form to this W.O.:
After selecting the Work Order click the INSPECTIONS
button to review and add any Inspection
Forms in the Inspection Forms for Work
Order window, that should be associated with the Texada Web
service work required by this W.O.
This button is only available when Texada Web has been activated in Logistics.
Reverse a Work Order Invoice with a Credit:
Click the CREDIT button to create a Credit W.O.
Invoice by first creating a reversing Credit Work Order with
negative values to match the original Work Order details as
explained in Create Credit Work Order
utility.
Then bill this Credit W.O. to create a matching Credit W.O.
Invoice.
Customer billing is credited and parts used are returned to stock
when the negative value is issued.
To complete a correction after Crediting the W.O. Invoice, a copy of the original Work Order can then be generated as explained in Clone Work Order.
Create a Copy of a Work Order:
Click the CLONE button to create a duplicate of an
existing Work Order as outlined in the Clone
Work Order.
This duplicate W.O. can be modified as required before billing.
This can be useful if errors were made on a W.O. that has
already been billed to a W.O. Invoice.
The incorrect W.O. and W.O. Invoice need to be reversed Create Credit Work Order and a new W.O. needs to be
created using Clone Work Order.
Correcting adjustments can then be made before the new W.O. is
rebilled.
Restore Partially Posted W.O.:
When a Work Order is being converted to an Invoice and there is an
interruption in the data process such as the power failed, the Work
Order is left hanging in a Current state even though an Invoice #
has been assigned.
To resolve this interim condition click the REMOVE INV
# button and enter number of the Work Order in
progress.
When accepted the Invoice number will be removed from the W.O. and
the W.O. can be rebilled as outlined in Remove
Invoice Number.
Note: This reverse tool only applies to fix a partially posted
W.O. Invoice problem.
The Reverse Work Order Invoices utility
can be used to reverse a normal current Work Order.
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