Back | Forward

Basic Info

---

• Note: Linear assets do not display on this screen. Use the Data -> Shop Activity -> Linear Work Order screen.

The Basic Info tab enables you to define basic information about work orders.

If the Options tab of the Data -> Shop Activity -> Setup -> Options screen contains a check in the Add late/soon due PM services to repair orders as expected tasks field, when you insert (open) a work order, late or soon due preventive maintenance (PM) services for the same equipment unit are automatically added to the Tasks tab on repair orders except in the following cases:

• A PM order is already open for that PM service (a message displays)

• The PM service is already a task on another open repair order (a message displays)

General Work Order Center Basic Info Tab Information

The Work Order Center screen supports location level and department-level access control, so you must belong to a user group with the applicable authorizations to make changes or updates. In addition, the option specified in the Require match between work order location and equipment access rights location field on the Options tab of the Data -> Shop Activity -> Setup -> Options screen specifies whether users can open work orders and whether there are restrictions on the equipment that can be repaired.

• To streamline data entry, you can copy work orders using the Copy button. For a list of the data items that are copied and not copied, see Work order data items copied. Remember that behind-the-scenes functionality specified on the Work Order Center screen also applies to work order actions performed through the Shop Activity Portals in Web Modules.

• Tip: To limit the display of information in the grid and maximize performance, use the filter. The list of searchable fields on the filter is extensive; use the scroll bar to view them all. If you search on task ID, incident ID, or project ID, you are encouraged to specify a location ID as well to help reduce the amount of search time required.  

• You can also use the sort button to arrange the order in which work order IDs display. If you do not specify a sort sequence, IDs are listed in descending order by the Date and time in field (specified on this tab).

• When you filter data based on multi-unit project ID, data for work orders includes service requests assigned to the project as well as work orders directly assigned to the project. If you search on project ID, you are encouraged to specify a location ID as well to help reduce the amount of search time required.

• Tip: If you are performing an update that requires a calendar to calculate hours but the calendar has not been generated for that time period, a warning message appears. You will be allowed to process the update, but the hours will not be calculated properly because the calendar has not been generated. If you receive this warning message, ask your system administrator to generate the calendar.

• You can use the % wildcard character to filter the results of choice lists on this screen.

Detail View Header

The fields in the top section of this tab define the data that displays.

Work order ID

Identifier of the work order currently selected in the grid or that you are inserting (opening). The work order ID is composed of three parts:

• Location identifier of the shop to which the work order is assigned. This field has a list box of locations that the user has access to as defined in the Location Rights template. The location must support work orders. The default is the location ID in the user's Session location ID field on the Basic Info tab of the System Management -> Setup -> Access Rights -> Users screen. If there is a check in the Require match between work order location and equipment access rights location field on the Options tab of the Data -> Shop Activity -> Setup -> Options screen, it must be the equipment IDs access rights location ID specified on the Locations tab of the Data -> Equipment Units -> Fleet Equipment screen.

• Calendar year in which the work order was opened.

• Sequential number in the range from 1 to 9999999.

When you insert (open) a new work order, you can assign a work order ID manually or have it assigned automatically. To specify automatic work order ID assignment, type only the location ID where the work order will be filled. The current year is filled in and the next sequential number available at that shop is assigned. To change this number, type another number over it.

Equipment ID

Identifier of the work orders equipment unit. Display only from the Equipment ID field in the bottom section of the tab.

If you change the value in that field, the following actions occur:

• Unassigns the work orders defect associated with the former equipment ID

• Transfers all costs posted to the work order from the former equipment ID to the new equipment ID

• Updates all related transactions, including test results

• Changes the status of the former equipment ID to IN SERVICE if appropriate

• Changes the status of the new equipment ID to IN SHOP

• Displays the new equipment ID in this field.  

• Note: When a new work order is opened, the equipment ID of the top-level parent is written to job_main.eq_parent_equip_no. You can run standard cost reports in Web Modules to see the full operating costs of the equipment.

Job status

Job status of the work order. This field is display only. The statuses are as follows:

• OPEN: The work order has been created and the vehicle is in the shop. Labor, parts, and commercial transactions can be posted. When a work order's status changes from PENDING to OPEN, the service status defaults as specified in the Default service status for OPEN work orders field on the Work Orders - Defaults tab of the Data -> Setup -> Organization Structure -> Locations -> Primary Information screen.

• Note: A status of either OPEN or WORK FINISHED is required to post labor, parts, or commercial charges.

• WORK FINISHED:  Shop personnel have completed the work and placed a check in the Date and time finished field. Labor, parts, and commercial transactions can be posted. To update the equipment ID's PM schedule to reflect the work, regardless of whether there are charges recorded on the   Labor , Parts , or Commercial tab (or tabs), place a check in the Update PM schedule field on the Tasks tab. If there are charges recorded on one or more of the tabs when you process a work order with this job status, the following actions occur:

• The Update PM schedule field on the Tasks tab is automatically set to YES and the unit's PM schedule is updated.

• If the charges are for more than one PM or inspection service and the equipment ID has a PM program type of CLASS, you will be notified that you can only specify YES in the Update PM schedule field on the Tasks tab for a single PM service.

• Note: The job status must be either WORK FINISHED or OPEN to generate parts requests from the Data -> Parts Activity -> Requests screen.

• Tip: An operating restriction is in effect if an open service request has data entered on the Operating Restriction tab of the Data -> Equipment Activity -> Service Requests/Defects screen and the Operating restriction cleared field on that tab is blank.

If an equipment unit has an operating restriction in effect and the logged-in user is not a qualified person, the user may not mark the work order as WORK FINISHED. The operating restriction must be cleared before finishing the work order.

If the logged-in user is a qualified person, the user may mark the work order as WORK FINISHED, and the operating restriction will be automatically marked as cleared by that user.

• DELAY: Work order has been created but is not currently being worked on.

• CLOSED:  All entries and edits to the work order are complete, and it is ready to be sent to the billing department. Only a system administrator may make changes to closed work orders. This status displays automatically when you process information on this screen with a check in the Date and time closed field. For more information, refer to Actions performed when you close an equipment unit work order.

• Tip: If an equipment unit has an operating restriction in effect and the logged-in user is not a qualified person, the user may not mark the work order as CLOSED. The operating restriction must be cleared before closing the work order.

If the logged-in user is a qualified person, the user may mark the work order as CLOSED, and the operating restriction is automatically marked as cleared by that user.

An operating restriction in effect if an open service request has data entered on the Operating Restriction tab of the Data -> Equipment Activity -> Service Requests/Defects screen and the Operating restriction cleared field on that tab is blank.

• Note: You may re-open a closed work order if the work orders location (specified by the first part of the work order ID) has a check in the Permit re-open of closed work orders field on the Work Orders - Options tab of the Data -> Setup -> Organization Structure -> Locations -> Primary Information screen. That option is overridden, however, if there is a check in the Do not allow reopen of work orders field on the Special Rights tab of the System Mgmt -> Setup -> Access Rights -> User Groups screen.

• PENDING:  Work has not yet started on this work order. This status displays automatically when a work order is created with a date and time in that is greater than the current system date and time.

• Note for optional Bar Code module: The value for work orders opened with hand-held devices is specified in the Job status to assign work orders opened with hand-held devices field on the Work Orders - Defaults tab on the Data -> Setup -> Organization Structure -> Locations -> Primary Information screen.

Current work delay

Identifier of the reason for the current work delay, if any, on the work order. The work delay description displays to the right of the ID. Display only from the Work delay ID field on the Delay tab.

Detail View

Data in the fields on the bottom section of this tab define the basic information about the work order. Unless otherwise indicated, the fields are required.

Job type

Type of job for the work order. This field has a list box:

• REPAIR: The Tasks tab displays all tasks that have a check in the Always on repair orders field on the Basic Info tab of the Data -> Shop Activity -> Setup -> Tasks -> Primary Information screen.

• Note: The repair site specified for the location ID (indicated by the first part of the work order ID) is used. The default repair site on work orders for the location is specified on the Work Orders - Defaults tab of the Data -> Setup -> Organization Structure -> Locations -> Primary Information screen.

• PM: Preventive maintenance or inspections. The Tasks tab displays all tasks that have a check in the Always on PM orders field on the Basic Info tab of the Data -> Shop Activity -> Setup -> Tasks -> Primary Information screen.

• Note: Information about inspections performed on PM work orders is recorded in the Facility Summary (FAC_MAIN) table and the Facility Summary Report under PM data categories.

Equipment ID

Identifier of the equipment unit to which the work order applies. This field has a choice-list of valid equipment unit IDs. The meter type, equipment unit year, manufacturer, and model display beneath the ID.

This field has a zoom button that opens the appropriate primary information screen. For example, a component record opens the Component Primary Information screen, and an asset opens Asset Primary Information, as long as the user has access to the necessary screen. If the currently logged-in user does not have rights to the screen, a message is displayed to the user of insufficient screen rights.

The following restrictions apply to equipment IDs:

• If there is a check in the Exclude from inventory lists field on the Authorization tab of Data -> Equipment Units -> Fleet Equipment screen for the equipment unit, its ID will not display in the choice list.

• If location-level access control is in effect, the choice list is limited to the locations that you have access to as defined on the System Mgmt -> Setup -> Access Rights -> Rights Templates -> Location Rights Template screen.  

• If there is a check in the Require match between work order location and equipment access rights location field on the Options tab of the Data -> Shop Activity -> Setup -> Options screen, you may only open work orders for a shop location ID that is listed in the Access rights field on the Locations tab of the Data -> Equipment Units -> Fleet Equipment screen.

• You may not change the ID if the job type is PM.

• Note:  If the Registration tab on the Data -> Equipment Units -> Fleet Equipment screen specifies a license number for the equipment ID, this field and the License number field are interdependent. When you enter information in either field, the corresponding field displays the information associated with it. If you clear one of these fields, information clears from the corresponding field.

If an equipment unit has a PM program type of NONE (assigned on the Basic Info tab of the Data -> Equipment Units -> Fleet Equipment screen), you cannot assign it to a PM work order that is open for a PM service (see the Task type field on the Basic Info tab of the Data -> Shop Activity -> Setup -> Tasks -> Primary Information screen). You can perform the following activities:

• Assign the equipment unit to a PM work order that is open for an inspection service.

• Charge PM work to the equipment unit on repair orders if there is a check in the Permit PM services on repair orders field on the Options tab of the Data -> Shop Activity -> Setup -> Options screen.

For work on multiple equipment units, refer to the Data -> Equipment Activity -> Multi-Unit Projects screen.

License number

License number of the equipment unit. This field is optional.

If you enter information in this field, the associated information displays in the Equipment ID field. If you want to enter a license number and have the equipment ID looked up automatically, make sure the Equipment ID field is blank before entering the license number.

• Tip: The uniqueness of license plate numbers is enforced by the issuing government. If two or more equipment units have the same license plate number, you will be prompted to choose an equipment ID after entering the number. The equipment ID choice list includes the issuing government to help you make a selection.

Meter 1 and Meter 2

Reading on equipment units appropriate meters, to the nearest whole meter unit (omit the tenths).

• Tip: If there is a check in the Defaulting of meter readings on work orders--on OPEN status field on the Work Orders - Defaults tab of the Data -> Setup -> Organization Structure -> Locations -> Primary Information screen, these fields default to the latest values when you place a check in the Date and time opened field.

More Meter 1 and Meter 2 Information

• Tip: Meter 2 is available only if the equipment ID is for an equipment unit defined on the Data -> Equipment Units -> Fleet Equipment screen.

• These fields are required to open or close the appropriate type of work order if there is a check in the Require meter reading on opening repair/PM order, finishing repair/PM order, and closing repair/PM order fields on the Meter Required tab on the Data -> Shop Activity -> Setup -> Options screen.

• In addition, if the Meter Info tab of the Data -> Equipment Units -> Fleet Equipment screen assigns the equipment ID to an equipment class for meter types for which the Meter Info tab on the Data -> Equipment Units -> Setup -> Equipment Class -> Primary Information screen specifies this meter as a meter type of OTHER THAN NONE, the class to which the unit is assigned determines whether information is required in one or both of these fields. If the meter type is NONE, the value in this field must be zero (0).

• If you stop a work transfer delay to create a new work order in a different location for the same equipment unit, the meter reading on the new work order reflects the equipment unit's current meter reading rather than the original work order's meter reading.

• Under certain conditions, the current meter reading for the unit is updated on the Equipment Master (EQ_MAIN) table. See conditions for updating current meter readings and the Meter 1 validation field.

Meter 1 and Meter 2 validation

Specifies whether and how meter validation is performed on the Meter 1 and Meter 2 readings. To specify this process, you must be assigned to a user group that has a check in the Accept meter for transaction purposes only field on the Special Rights tab of the System Mgmt -> Setup -> Access Rights -> User Groups screen. This field has a list box:

• EQ UPD (equipment unit update):  The meter is validated. The meter reading is accepted and recorded as the new current meter reading.

• NO EQ UPD (no equipment unit update): The meter is not validated.

• If the reading is at or below the meter edit range, the reading is accepted as the new current meter reading for the equipment unit and used to update the unit's incremental meter usage.

• If the reading is greater than the meter edit range, the transaction is processed and the meter reading is recorded but the unit's incremental meter usage is not updated.

• Tip: If you are entering historical data and select NO EQ UPD as the meter validation, the Life meter 1 usage field becomes available for input.

• Tip: If you bypass the meter validation by entering either EQ UPD or NO EQ UPD, that information is retained and the selected choice displays when you view data.

Life meter 1 usage

Total number of meter 1 units the equipment unit has operated. This information displays when you specify the equipment ID.

If you are entering historical data and select NO EQ UPD as the meter validation, you can record the equipment unit's life meter 1 usage when the work was performed. Any entry made here is recorded only for the work order; it does not affect the equipment unit's current life meter.

• Note: If a meter rolled over or was replaced after the work order was opened, the life meter from the work order is used to update the PM schedule.

Service status

The status of the service. This field has a list box of all active statuses that support the specific asset category, followed by all active statuses that support all asset categories. When you open a work order and specify information in this field, the Service status field on the Status tab of the applicable equipment primary information screen is updated automatically. This field is optional.  

• Note: This field may populate automatically depending on the value in the Default service status from field on the Work Orders - Defaults tab of the Data -> Setup -> Organization Structure -> Locations -> Primary Information screen. Service status is generally not defaulted on PENDING work orders because it does not affect the equipment unit until the work order is set to OPEN.
  
  When you mark a work order as WORK FINISHED or CLOSED or delete it, all other open work orders are checked and the service status is set based on the highest ranking status among them. For rankings, 1 is the highest and 10 is the lowest. If there are no other open work orders, the Service status field on the applicable equipment primary information screen is cleared and the equipment status is set. If the service status denotes that the equipment is in service, the equipment status is set to IN SERVICE. Otherwise, the equipment status is set to IN SHOP.
  
  If a work order's status changes from PENDING to OPEN and it does not have a service status already assigned, the applicable status is assigned. Otherwise, the existing service status is used.

If the optional Motor Pool module is installed and if the equipment unit can be dispatched while the work order is open, enter a service status code that designates that in this field. The Service statuses on open work orders which designate that the equipment unit is available for dispatch field on the Basic Info tab of the Data -> Equipment Activity -> Motor Pool -> Setup -> Options screen specifies codes for service statuses that display in lists of available equipment units, even though a work order is open for the equipment unit.

If the optional Motor Pool module is installed, you can use this field to control whether a unit is listed in the Equipment ID list boxes on the following Data -> Equipment Activity -> Motor Pool screens:

• Units Available screen/ Units Available tab. See the OK to dispatch field.

• Motor Pool Center screen/ Dispatch tab.

If the service status does not accrue downtime, any accumulated downtime on the work order is deleted prior to the change. If you change the service status to one that does accrue downtime, the downtime accumulates from the date and time the work order was originally opened, not the date and time of the change. If this method is not appropriate for the work order, close it and open another one with the preferred service status.

Service statuses are defined on the Data -> Shop Activity -> Setup -> Service Statuses screen.

Account ID

Identifier of the general accounting system's account assigned to this work order. This field has a list box. In Insert mode, after you specify an ID in the Equipment ID field, this field displays the account code to which the unit is assigned. You can change it. The account name displays to the right of the ID.

When you insert or update labor hours on the Data -> Shop Activity -> Time Cards screen, this value displays in the Account ID field.

When you assign an account ID, it must have a status of ACTIVE. Account IDs and their statuses are defined on the Data -> Setup -> Organization Structure -> Accounts -> Primary Information screen. The Account ID field on the Edit Criteria - General tab on the Data -> Setup -> Options screen specifies whether information in this field is required, optional, or not required.

Financial project code

The Financial project code choicelist allows the user to select from active Financial Project Codes or Usage Tickets. Once selected, the description of the chosen code will populate in the description field.

Priority ID

Identifier of the work order's priority. This field has a list box that includes priority IDs with priority category of INTERNAL SHOP PRIORITY that were assigned using the Data -> Shop Activity -> Setup -> Priority Codes screen. The priority description displays below the ID.

If there is a check in the Set default work order priority to equipment priority field on the Options tab of the Data -> Shop Activity -> Setup -> Options screen, this field displays the priority ID set for the equipment unit when you open a work order from this screen. You can change it.

If there is a check in the Update equipment ID on assigned service request when update equipment ID on work order field on the Work Orders - Service Requests tab of the Data -> Setup -> Organization Structure -> Locations -> Primary Information screen and the service request has a higher priority than the work order or the work order does not have a priority code, the service request’s priority is assigned to the work order.

The default priority ID for work orders is specified on the Codes tab of the Data -> Equipment Units -> Fleet Equipment screen.

Employee ID

Identifier of the employee (technician) to whom this work order is assigned. This field has a list box of all employees who support the work order location and who charge time. The employee's name displays to the right of the ID. This field is optional.

Vendor ID

Identifier of the vendor to which the unit will be sent for work. This field has a list box of all active vendors who support the work order location. The vendor's name displays to the right of the ID. This field is optional.

More Vendor ID Information

• Tip: The vendor ID specified in this field is the default vendor ID on the Commercial tab of this screen and the Data -> Shop Activity -> Work Order - Short Form screen.

• When a task ID is added to a work order and there is a check in the Maintain Work Assignment data field on the Special Items tab of the Data -> Shop Activity -> Setup -> Options screen, this field displays the vendor specified in the Vendor ID field on the Locations tab of the Data -> Shop Activity -> Setup -> Tasks -> Primary Information screen if the task location matches the task's supported location.

• When a task ID is added to a work order and the Maintain Work Assignment data field on the Special Items tab of the Data -> Shop Activity -> Setup -> Options screen is blank, this field displays the vendor from the task if the task location matches the task's supported location.

• When posting commercial work to an existing task that has only one vendor assigned, this field displays that vendor. If the task has two or more vendors assigned, this field does not populate automatically. If no vendors are assigned at the task level, this field displays the vendor listed on the work order. When posting commercial work to an existing task that has only one vendor assigned, that vendor displays in this field.

• Vendor IDs are defined on the Basic Info tab of the Data -> Setup -> Organization Structure -> Vendors -> Primary Information screen.

• The values in the following three fields are assigned to all tasks on the work order unless you define a different value for the task. The fields have list boxes. To change the value for specific tasks, see the Tasks tab.

Repair reason ID

Identifier of the reason for the repair. This field is required if the Job type field specifies REPAIR. In Insert mode, the default is the Repair reason IDs for the following special repair reasons/Other field on the Repair Reasons tab of the Data -> Shop Activity -> Setup -> Options screen.

If there is a check in the Default this repair reason on PM/inspection services and work orders field on the Repair Reasons tab of the Data -> Shop Activity -> Setup -> Options screen, however, the repair reason specified in the Noted in PM field on that tab takes precedence. This field has a list box. The repair reason description displays to the right of the ID.

• Tip: If the job type changes from REPAIR to PM, this field is cleared (blanked out).

Repair reason IDs are defined on the Data -> Shop Activity -> Setup -> Repair Reasons screen.

Repair site

Valid site at which staff performs the repairs or PM. The default for this field is specified on the Work Orders - Defaults tab of the Data -> Setup -> Organization Structure -> Locations -> Primary Information screen. This field is required if the Job type field specifies REPAIR.

• Tip: If the job type changes from REPAIR to PM, this field is cleared (blanked out).

Repair sites are defined on the Data -> Shop Activity -> Setup -> Repair Sites screen.

PM service

Code of the PM service or inspection to be performed. This field has a list box of active services supported by the equipment unit's equipment class for PM. When you insert a new work order with a job type of PM and specify an equipment ID, this field displays the next PM service or inspection due on the unit (whichever is due first), but you can change it. Required if the job type specifies PM. Must be blank if the job type specifies REPAIR. The maximum field length is 12 characters.

• Tip: If the job type changes from PM to REPAIR, this field is cleared (blanked out).

Task IDs are defined as PM services on the Basic Info tab of the Data -> Shop Activity -> Setup -> Tasks -> Primary Information screen. PM tasks that are part of the service do not appear on the Tasks tab because no labor or parts are posted to them. Service charges do include the cumulative labor spent on all the tasks. They appear on hard copies of work orders.

On new orders with a job type of PM, when you type an ID in the Equipment ID field, this field displays the next PM service or inspection due on the unit (whichever is due first), but you can change it.

• Note: If there is a check in the Permit PM services on repair orders field on the Options tab of the Shop Activity -> Setup -> Options screen, you can include PM services on repair work orders.

PM scheduled

Scheduled date and time for the next preventive maintenance service. In Insert mode, this field displays the next PM service due for the unit and its due date. You can change this information if the insert is for a PM work order that is not for the next scheduled PM service for the equipment unit. Required on PM work orders only. The PM schedule updates automatically each time you close a work order.

• Tip: If the job type changes from PM to REPAIR, this field is cleared (blanked out).

Next PM due date

Set the date for the next needed PM due date. This is either calculated by the system, or you can enter a manual date for the next PM. If the Override next PM due date field is checked on the Locations - Primary Information screen, Work Orders - Options tab, the work order's current PM service date is replaced with this date when updating the PM schedule.

Work class

Code that specifies a work class. Required if there is a check in the Require work class on work orders field on the Work Orders - Options tab of the Data -> Setup -> Organization Structure -> Locations -> Primary Information screen.

Work classes are defined on the Data -> Shop Activity -> Setup -> Work Classes screen.

Warranty work

Specifies whether the work on the work order is covered by the equipment unit's warranty (bumper-to-bumper warranty). If a warranty is in effect, the default is specified in the Default setting for warranty when warranty is in effect field on the Work Orders - More Info tab of the Data -> Setup -> Organization Structure -> Locations -> Primary Information screen. You can change it.

• YES: The work is covered by the equipment unit's warranty. A control label prints when a part classified as warrantable is issued, regardless of whether the individual part is being replaced under warranty. If there is a check in the Automatically create warranty claims when closing work order including warranty work field on the Work Orders - More Info tab of the Data -> Setup -> Organization Structure -> Locations -> Primary Information screen, a warranty claim with a status of PENDING is created when you close the work order. Warranty claim charges are not updated on claims that are settled or closed.

• Tip: If the Reimbursed field on the Reimbursement Claims screen is set to YES, this Warranty Work field will be set to YES if the equipment has a non-expired warranty on the asset record or the "Allow warranty set to YES when warranty is not in effect" flag on the Location screen > Work Orders > More Info tab is checked.

• Tip: You cannot specify YES for an equipment unit that is not under warranty unless the location ID (the first part of the work order ID) has a check in the Allow warranty set to YES when warranty is not in effect field on the Work Orders - More Info tab of the Data -> Setup -> Organization Structure -> Locations -> Primary Information screen.

• Tip: If you reopen a work order with tasks covered under warranty, update the costs or post additional information or reversals, and close the work order again, the claim amounts on the warranty claim that was previously generated are updated automatically. Warranty claim charges are not updated if the claim is settled or closed.

• NO: The work is not covered by the equipment unit's warranty. To determine whether to print a control label, the Warranty work field on the Tasks tab is checked for the task ID to which you are posting the part. If that field's value is YES, a control label is printed when a part classified as warrantable is issued, regardless of whether that individual part is being replaced under warranty.
  
  This field automatically displays the value for PM orders opened from the Data -> Equipment Management -> Equipment Due for Service/Inspection screens (either by Equipment or by Location).

• Tip: If the Reimbursed field on the Reimbursement Claims screen is set to NO, this Warranty Work field will be set to NO.

• UNKNOWN: The equipment unit is still in its warranty period (based on time and meter reading), but you cannot determine whether the warranty applies to the work. To determine whether to print a control label, the Warranty work field on the Tasks tab for the task ID to which you are posting the part is checked. If that field's value is YES, a control label is printed when a part classified as warrantable is issued, regardless of whether that individual part is being replaced under warranty.
  
  When you insert a work order, you should determine (as well as you can at that time) whether the work to be performed on the order represents warranty work. If you cannot determine this when you insert the work order, you can update this field at any time before you close the work order. You cannot close a work order with this value. Refer to the Date and time closed field.

For more information about control labels, go to control labels. Warranty periods for equipment units are specified on the Warranty tab of the Data -> Equipment Units -> Fleet Equipment screen.

Estimate

If this field has a check, this is an estimate work order. All labor, parts, and commercial charge postings are treated as either as estimates or billing charges. They have no effect on employee labor records, parts inventory, or actual charges.

You can use estimate work orders to record estimates of the labor and materials you expect to require for a job and then track actual consumption against the estimates. You can also use estimate work orders to generate an invoice for a customer for work performed on an equipment unit, provided that the equipment unit is identified as a customer unit on the Ownership and Depreciation tab of the Data -> Equipment Units -> Fleet Equipment screen.

If this field is blank, this is a standard work order. Labor, parts, and commercial charges are posted as actual charges.

You can switch a work order between estimate and standard any number of times as long as its job status is either OPEN or WORK FINISHED and there is no information in the Current work delay ID field.

Approved

If this field has a check, the work order is approved for work estimated to exceed the work order approval level set for the equipment unit, and you can post charges to or close this work order. The date and time (in MM/DD/YYYY HH:MM format) of the approval displays beneath the field.

• If the work order approval level set for the equipment unit is 0 or greater than the value in the Estimated cost field on the Estimating tab and the Require explicit approval for work orders field on the Work Orders - Options tab of the Data -> Setup -> Organization Structure -> Locations -> Primary Information screen is blank, this box is checked automatically and the work order is considered approved.

• If a work order requires approval, WORK ORDER REQUIRES APPROVAL displays on the Messages tab and in the Information Messages section of the printed work order.

The work order approval level is set on the Authorization tab of the Data -> Equipment Units -> Fleet Equipment screen.

Date and time out of service

Date and time a customer (user) declared the equipment unit to have a new equipment status of either OUT OF SERVICE or AVAILABLE FOR PM. You can change it. It must be the current system date and time or earlier. If the Date and time in field is backdated to an earlier time, this field defaults to that value.

• Note: If the optional Motor Pool module is installed, the following two fields are checked when you insert (open) a work order. If the unavailability of the equipment unit during this period will prevent the motor pool dispatch location from being able to fulfill a CONFIRMED reservation for the equipment units pool vehicle type, a message displays on the Messages tab.

Date and time in

Date and time the equipment unit arrived, or is expected to arrive, at the shop for the work to be done. In Insert mode, the current date and time display, but you can change them. If you specify a date and time later than the current system date and time, the Job status field is set to PENDING. If you backdate this field to an earlier time, the Date and time out of service field defaults to that value. If you change this field to a future date, the Date and time due and Date and time opened fields, if populated, are cleared.

You can change a work order's status from OPEN to PENDING if there is a check in the Allow change of work order status from OPEN back to PENDING when charges exist field on the Work Orders - Options tab of the Data -> Setup -> Organization Structure -> Locations -> Primary Information screen. This can be useful if the equipment unit is going back into service and you do not expect it back in the shop for a while, perhaps because a non-safety-related part is on back order. To change the status, change the date and time in to a future date. Downtime stops and the status of the work order changes to PENDING. The status cannot be changed, however, if a delay is in progress, a tool is checked out against the work order, there is an incomplete part issue (e.g., part issues waiting for serial number information), or an employee is currently assigned to one or more tasks on the work order. This is not recommended for a work order that has one or more PM or inspection services, because of the date-specific nature of preventive maintenance. Although it can be done, be aware of the impact that different dates on the work order will have on your service schedule.

Date and time due

• Note: If the optional Motor Pool module is installed, this field is checked when you insert (open) a work order. If having the equipment unit unavailable during this period will prevent the motor pool dispatch location from being able to fulfill a CONFIRMED reservation for the equipment unit’s pool vehicle type, a message displays on the Messages tab.

Date and time that the customer was promised that the equipment ID would be ready for return to service or pick up. When you set up a new work order, this date and time is calculated based on the Date and time in field and the response time unit defined for the priority ID assigned to the work order (refer to the Data -> Shop Activity -> Setup -> Priority Codes screen), but you can change them.

If the work order was generated from a multi-unit project, this field displays the completion date information from the Basic Info tab of the Data -> Equipment Activity -> Multi-Unit Projects -> Primary Information screen. If the date and time in are later than the original expected completion date, the date and time due are changed based on the priority ID.

Date and time opened

If this field has a check, a work order is opened. Required if you are opening a work order. The date and time are completed automatically and are display only. The date and time are automatically updated when you re-open a work order. When you check this box to update a work order's status from PENDING to OPEN, the current system date and time automatically display in the Date and time out of service, Date and time in, Date and time due, Shop downtime begin, and User downtime begin fields.

• Note: If there is information in the Printer name field on the Output Control tab when you open a work order, a hard copy of the work order is printed for use in the shop. You can print work orders using any of the formats listed on the Work Order - More Info tab of the Data -> Setup -> Organization Structure -> Locations  -> Primary Information screen. To see what  information appears on the hard copy of the work order, go to Printing hard copies of work orders.

When you insert (open) a work order, a message displays on the Messages tab if the equipment unit is assigned to an SLA equipment category (on the Classes tab of the Data -> Equipment Units -> Fleet Equipment screen) and either of the following conditions exist:

• The equipment status is IN SERVICE (displayed in the Equipment status field on the Status tab of Data -> Equipment Units -> Fleet Equipment screen) and opening the work order (changing the equipment status to IN SHOP) would drop the department's availability of equipment units assigned to the units SLA equipment category below what is required during a future requirement period.

• There is an insufficient SLA availability during any future requirement periods.

SLA availability requirements are defined on the Data -> Equipment Management -> Service Level Agreements -> Primary Information screen.

Date and time first labor

Date and time labor first began on the work order. This field is display only.

Shop downtime begin

If this field has a check, shop downtime has started accumulating. The date and time are filled in automatically, but you can change them. Must be the current system date and time or earlier. The date and time are recorded in the JOB_DOWNTIME table, which you can view in a report. You may not start downtime on a work order in PENDING status.

• Note: If applicable, downtime starts automatically when the work order's status changes from PENDING to OPEN.

Shop downtime end

If this field has a check, shop downtime has stopped accumulating. When a work order's status changes to WORK FINISHED, the date and time fill automatically, but you can change them. Must be the current system date and time or earlier.

The total number of shop downtime hours are automatically added to the Current and New/Downtime including user caused field on the Hours tab of the Data -> Equipment Units -> Historical Costs screen. The date and time are also recorded in the JOB_DOWNTIME table, which you can view in a report.

User downtime begin

If this field has a check, user downtime has started accumulating. The date and time are filled in automatically, but you can change them. Must be the current system date and time or earlier. You may not start downtime on a work order in PENDING status.

User downtime end

If this field has a check, user downtime has stopped accumulating. When you close a work order, the date and time fill in automatically, but you can change them. Must be the current system date and time or earlier.

• Tip: If there is a check in the Default user downtime to stopped when work order is finished field on the Work Orders - Defaults tab of the Data -> Setup -> Organization Structure -> Locations -> Primary Information screen, user downtime stops automatically when the work order status changes to WORK FINISHED.

The total number of user downtime hours are automatically added to the Current and New/Downtime including user caused field on the Hours tab of the Data -> Equipment Units -> Historical Costs screen.

If there are charges recorded on the Labor, Parts , or Commercial tab when you process a work order with a check in either or both of the following fields, the PM schedules are automatically updated. To update the schedule regardless of whether there are charges recorded, place a check in the Update PM schedule field on the Tasks tab.

Date and time finished

If this field has a check, work on the unit is completed. Shop downtime stops accumulating and the value in the Job status field changes to WORK FINISHED.

• If there is a check in the Default work order finish date and time from latest labor or commercial transaction instead of now field on the Work Orders - Defaults tab of the Data -> Setup -> Organization Structure -> Locations -> Primary Information screen, this field displays the date and time that the last labor transaction (or commercial transaction, if labor is not available) was posted. If the transaction does not include a time, the default time specified in the Default time if transaction has date only field on the Work Orders - Defaults tab of the Locations - Primary Information screen displays.

• If the Default work order finish date and time from latest labor or commercial transaction instead of now field on the Work Orders - Defaults tab of the Data -> Setup -> Organization Structure -> Locations -> Primary Information screen is blank, this field displays the current date and time.

You can change the date and time, but it must be the current system date and time or earlier and cannot be earlier than any labor, parts, or commercial posting on the work order.

Date and time closed

If this field has a check, the work order is closed.

• Tip: You cannot process a check in this field if the Warranty work field specifies UNKNOWN, or if the Warranty work field on the Tasks tab specifies UNKNOWN for any task (because of charges posted to tasks that the Data -> Equipment Units -> Additional Data screen associates with component warranties defined for the equipment unit). You also may not close a work order until all direct child work orders are finished or closed if there is a check in the Dependency field on the Work Order Relationships screen in Web Modules for the child relationship.

See additional Requirements to close a work order and Reopen a closed work order. For more detailed information, refer to Actions performed when you close a work order.

Date and time in service

Date and time the equipment unit was returned to service. It must be the current system date and time or earlier.

Update changed repair reason from header to

If you change the repair reason on this tab, you must choose an entry from the following list. If the repair reason has not changed, leave this field blank.

• HEADER ONLY: Only the changed header value is saved

• ALL TASKS:  Repair reason for all tasks of type R and P in TSK_MAIN are changed to the new value

• ONLY TASKS WITH OLD REASON:  Tasks in TSK_MAIN of type R and P that match the old repair reason are changed to the new value while tasks with a different repair reason are not changed

When a repair reason is changed (whether from user-caused to non-user-caused or the reverse), the costs are also moved

Responsible location ID

ID of location responsible for the work order. This field displays the responsible location if the work order location value is set or modified. The choice-list will only show locations where "Work orders permitted" is enabled and the user has view access rights for the location. The work order location will be used if responsible location has not been specified.