Commercial |
Note: Linear assets do not display on this screen. Use the Data -> Shop Activity -> Linear Work Order screen.
The Commercial tab, available only if a valid work order ID is selected in the grid, enables you to display and post commercial charges to work orders. Vendors supply commercial labor and parts to your organization.
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.
Charges are posted immediately to the vendor's business record. For a list of all screens from which you can post charges to work orders, see Posting charges to work orders. Charges are posted the same way from each screen. If you attempt to post labor charges to a work order that has been closed, a message displays. To reopen a closed work order in order to post charges, see reopening a closed work order.
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.
You can also use the sort button to arrange the order in which the work order IDs are listed. If you do not specify a sort sequence, IDs are listed in descending order by the Date and time in field (specified on the Basic Info 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.
Note: To view the repair reason, work class, and warranty values for each posting row when you perform a Get Data on this screen, use the Tasks tab. Repair reason, work class, and warranty will only display on this tab when you are entering data.
You can use the % wildcard character to filter the results of choice lists on this screen.
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, year, and number. The location part of the field has a list box.
Equipment ID
Identifier of the equipment unit on the work order currently selected in the grid. Display only.
Job status
Job status of the work order. This field is display only. The job statuses are as follows:
OPEN: The work order has not yet been completed.
WORK FINISHED: Shop personnel have completed the work and placed a check in the Date and time finished field on the Basic Info tab for this work order.
CLOSED: The work order is no longer open.
PENDING: Work has not yet started on this work order.
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.
Data in the fields on the bottom section of this tab define information about vendor labor and parts supplied for the work order. Unless otherwise indicated, these fields are required.
Standard job ID
Identifier of the standard job. This first part of the field has a list box of standard job IDs assigned to the equipment units equipment class for resources. (Equipment units are assigned to equipment classes for resources using the Classes tab of the Data -> Equipment Units -> Fleet Equipment screen. The task IDs included in a standard job are specified on the Basic Info tab on that screen.)
If you specify information in this field and place a check in the Apply standard job template field, the list of tasks associated with the standard job ID is added to the screen group. This field is optional.
Apply standard job template
If there is an ID in the Standard job ID field and a check in this field, information about the standard job tasks displays in the screen group.
The New transactions screen group defines information about the vendor labor and/or parts supplied for the work order.
Task ID
Identifier of the task the vendor performed. This field has a list box of IDs that have a check in the Active field on the Basic Info tab of the Data -> Shop Activity -> Setup -> Tasks -> Primary Information screen, which indicates you can post charges to the task. Task IDs are defined in the same area. You cannot post indirect tasks to a work order.
If an account ID is entered for the line, the task IDs that display are only those associated with the account. If there are no associated task IDs listed for the account, all active tasks that support that account will display. This does not include accounts that have the Enforce task restrictions for this account option enabled on the Tasks tab of the Accounts Primary Information screen.
When you enter an ID in this field, the current system date automatically displays in the Date field, but you can change it to an earlier date.
If you specify information in the Standard job ID field and place a check in the Apply standard job template field, this field displays task IDs associated with the standard job ID. The task IDs included in a standard job are specified on the Basic Info tab of the Data -> Shop Activity -> Setup -> Standard Jobs screen.
The first time you post commercial charges to a task ID not already listed on the work order, this field displays the work order's values in the Work class, Warranty, and Repair reason ID fields. To change these values, use the Tasks tab.
Work accomplished code
Code associated with the task ID for the work accomplished. This code provides more detail about the work performed in relation to the task. Required for each task on the work order prior to closing if the location (indicated in the first part of the Work order ID field) has a check in the Require work accomplished code on work order tasks field on the Work Orders - Options tab of the Data -> Setup -> Organization Structure -> Locations -> Primary Information screen. If the WAC for this part is marked Part Issue Not Allowed on the Basic Info tab of the Work Accomplished Codes screen, an issue of a part with this WAC will cause an error during processing, and not process the issued part.
If a work accomplished code is specified on the Tasks tab, it displays in this field. To change it, you must use the Tasks tab.
If a work accomplished code is not specified on the Tasks tab, you can specify it on this tab when you post commercial charges to the task. The code also displays on the Tasks tab. See Work accomplished codes - processing.
If the code has a check in the Deferred maintenance and Final status fields on the Basic Info tab of the Data -> Shop Activity -> Setup -> Work Accomplished Codes screen and there is a check in the Transfer all work order comments and notes to generated service requests or work orders field on the Work Orders Options tab of the Data -> Setup -> Organization Structure -> Locations -> Primary Information screen, when you process a check in the Date and time closed field on the Basic Info tab, a service request is generated for the equipment unit (on the Data -> Equipment Activity -> Service Requests/Defects screen) and all comments from the Notes and Comments tabs are included. The comments are separated by carriage returns, and each note includes "ORIGINATED -- WORK ORDER ID: <loc>-<year>-<no>".
Work accomplished codes and their descriptions are defined on the Data -> Shop Activity -> Setup -> Work Accomplished Codes screen.
Date
Date that the commercial work was performed. If the work order has a status of either WORK FINISHED or CLOSED, the posting date defaults to the work finished date. Otherwise, the current system date is displayed. You can change the date, but you cannot make it later than the work finished date.
Vendor ID
Identifier of the commercial vendor that performed the work. Defaults to the vendor ID, if any, specified on the Basic Info tab, but you can change it. This field has a list box. The vendor must be active and identified as a commercial vendor.
Active vendors have a check in the Active checkbox on the Basic Info tab of the Data -> Setup -> Organization Structure -> Vendors -> Primary Information screen.
Commercial vendors have a check in the Equipment repair and PM (commercial) checkbox on the Functions tab of the Data -> Setup -> Organization Structure -> Vendors -> Primary Information screen.
Currency ID
Identifier of the currency used by the vendor. This field is display only.
Vendor contract ID
Identifier of the open vendor contract under which the work was ordered. This field has a list box of contract IDs that are current, valid for the vendor on the transaction, and have money remaining on them. Required if there is a check in the Require vendor contract ID when posting work field on the Options tab of the Data -> Shop Activity -> Setup -> Options screen. Otherwise, optional.
Vendor contract IDs are recorded on the Basic Info tab of the Data -> Purchasing-> Vendor Contracts -> Contracts screen.
Contract line item ID
Identifier of the line item associated with the vendor contract. This field has a list box. This field is optional.
Vendor contract line item IDs are recorded on the Contract Line Items tab of the Data -> Purchasing -> Vendor Contracts -> Contracts screen.
Reversal
A check in this field reverses the posted charges (to process a credit from a vendor or to correct an error in a previously posted entry).
Labor cost
Cost of labor provided by the vendor (including sales tax, if any). If the Labor cost field on the Data -> Purchasing -> Vendor Contracts -> Commercial Work screen specifies a flat rate for the task ID, that value displays in this field.
The Work Orders - More Info tab on the Data -> Setup -> Organization Structure -> Locations -> Primary Information screen specifies the maximum dollar amount, if any, that may be entered for labor costs.
If there is a check in the Specify markups by location/Commercial labor on the Rates and Markups tab of the Data -> Shop Activity -> Setup -> Options screen, the markups specified in the Markup percentages/Commercial labor/Internal field on the Rates and Markups tab of the Data -> Setup -> Organization Structure -> Locations -> Primary Information screen are applied to this cost.
Labor cost taxable
If this field has a check, the labor cost is subject to an appropriate sales tax that the application added to the Labor cost field.
If there is a check in the Sales tax computed automatically for: Commercial labor field on the Currency/Sales Tax Setup tab of the Data -> Setup -> Options screen, this field is checked automatically, but you can remove it.
Sales tax rate
If there is a check in the Labor cost taxable field, this field displays the sales tax rate for commercial labor. This field supports two digits to the left of the decimal and four digits to the right. It is display only.
The following fields are searched, in order, and the first rate found is displayed. If all the fields are blank, a sales tax is not added to the charges.
Sales tax rate for the location, specified in the Sales tax rate field on the Rates and Markups tab of the Data -> Setup -> Organization Structure -> Locations -> Primary Information screen.
Sales tax rate for the vendor, specified in the Sales tax rate field on the Basic Info tab of the Data -> Setup -> Organization Structure -> Vendors -> Primary Information screen. This is the sales tax rate (as a percentage) for the vendor of the line item.
System-wide sales tax rate (as a percentage) specified in the Sales tax rate field on Currency/Sales Tax Setup tab of the Data -> Setup -> Options screen.
Sales tax settings are specified on the Currency/Sales Tax Setup tab of the Data -> Setup -> Options screen.
Labor hours
Number of hours required to perform the task. May be either a positive or negative number. Use a negative number to reverse an entry. Optional.
Parts cost
Cost of parts provided by the vendor (including sales tax, if any).
If the Labor cost field on the Data -> Purchasing -> Vendor Contracts -> Commercial Work screen specifies a flat rate for the task ID, that value displays in this field.
If there is a check in the Specify markups by location/Commercial parts on the Rates and Markups tab of the Data -> Shop Activity -> Setup -> Options screen, the markups specified in the Markup percentages/Commercial parts/Internal field on the Rates and Markups tab of the Data -> Setup -> Organization Structure -> Locations -> Primary Information screen are applied to this cost.
The Work Orders - More Info tab on the Data -> Setup -> Organization Structure -> Locations -> Primary Information screen specifies the maximum dollar amount, if any, that may be entered for part costs.
Parts cost taxable
If this field has a check, the parts cost is subject to an appropriate sales tax that the application added to the Parts cost field.
If there is a check in the Sales tax computed automatically for: Commercial parts field on the Currency/Sales Tax Setup tab of the Data -> Setup -> Options screen, this field is checked automatically, but you can remove it.
Sales tax rate
If there is a check in the Parts cost taxable field, this field displays the sales tax rate for commercial parts. This field supports two digits to the left of the decimal and four digits to the right. It is display only.
The following fields are searched, in order, and the first rate found is displayed. If all the fields are blank, a sales tax is not added to the charges.
Sales tax rate for the location, specified in the Sales tax rate field on the Rates and Markups tab of the Data -> Setup -> Organization Structure -> Locations -> Primary Information screen.
Sales tax rate for the vendor, specified in the Sales tax rate field on the Basic Info tab of the Data -> Setup -> Organization Structure -> Vendors -> Primary Information screen. This is the sales tax rate (as a percentage) for the vendor of the line item.
System-wide sales tax rate (as a percentage) specified by the Sales tax rate field on Currency/Sales Tax Setup tab of the Data -> Setup -> Options screen.
Miscellaneous cost
Other costs that cannot be categorized as either labor or parts. This field is optional.
The Work Orders - More Info tab on the Data -> Setup -> Organization Structure -> Locations -> Primary Information screen specifies the maximum dollar amount, if any, that may be entered for miscellaneous costs.
Note: Miscellaneous costs are stored in the CML_MAIN table in the MISC_COST column.
Misc cost taxable
If this field has a check, miscellaneous costs are subject to an appropriate sales tax that the application added to the Miscellaneous cost field.
If there is a check in the Sales tax computed automatically for: Commercial misc field on the Currency/Sales Tax Setup tab of the Data -> Setup -> Options screen, a check displays in this field automatically, but you can remove it.
Sales tax rate
If there is a check in the Misc cost taxable field, this field displays the sales tax rate for miscellaneous costs. This field supports two digits to the left of the decimal and four digits to the right. It is display only.
The following fields are searched, in order, and the first rate found is displayed. If all the fields are blank, a sales tax is not added to the charges.
Sales tax rate for the location, specified in the Sales tax rate field on the Rates and Markups tab of the Data -> Setup -> Organization Structure -> Locations -> Primary Information screen.
Sales tax rate for the vendor, specified in the Sales tax rate field on the Basic Info tab of the Data -> Setup -> Organization Structure -> Vendors -> Primary Information screen. This is the sales tax rate (as a percentage) for the vendor of the line item.
System-wide sales tax rate (as a percentage) specified in the Sales tax rate field on Currency/Sales Tax Setup tab of the Data -> Setup -> Options screen.
Vendor invoice
Vendor's invoice number. The maximum field length is 20 characters. This field is optional.
Vendor work order
Vendor's work order ID. The maximum field length is 20 characters. This field is optional.
Invoice date
Vendor invoice date in MM/DD/YYYY format. The date may not be later than the current system date, but it may be later than the date the work order was finished or closed. This field is optional.
Account ID
Identifier of the general accounting system account to charge for the vendor's labor or parts. This field has a list box. The account ID assigned to the work order on the Basic Info tab displays in this field. Required if there is a check in the Require entry of account ID on work orders and tasks field on the Data -> Shop Activity -> Setup -> Repair Reasons -> Primary Information screen, which takes precedence over the setting in the Account ID field on the Edit Criteria - General tab of the Data -> Setup -> Options screen.
If you enter a repair reason that requires an account ID, this field clears and the account ID must be entered manually. For labor, part, and commercial postings, the ID defaults from the task. If a task ID is entered for the line, the account IDs that display are only those associated with the task. If there is no associated account ID listed for the task, all active accounts that support that task will display. If the repair reason is M (Capital), the ID must be entered manually.
The account ID must have a status of ACTIVE at the time you assign it.
Account IDs and account status are defined on the Basic Info tab of the Data -> Setup -> Organization Structure -> Accounts -> Primary Information screen.
Part ID
Identifier of the part used to repair the asset. This field has a list box. This field is optional.
Part IDs are defined on the Basic Info tab of the Data -> Parts Items -> Primary Information screen.
Part suffix
Number associated with the part in the Part ID field, which distinguishes it from other parts with the same part ID. The part suffix must be valid for the value entered in the Part ID field. If you enter a valid cross-reference entry for the part ID/suffix, it is automatically converted to the appropriate part ID/suffix.
Note: If the Validate commercial posting Part ID - Suffix option on the Work Orders - Options (Locations) tab of the Locations Primary Information screen is set, the Part ID - Suffix must be correct and valid as a part ID - suffix
Quantity issued
The number of parts issued. This field is optional.
Fail/cause ID
Identifier of the parts failure that describes why the part failed or was replaced. This field has a list box. This field is optional.
Failure code are printed on the Work Order Detail report. The report is also available in the Parts Issues (PTD_MAIN) table through Query/Report Generator, Web Modules Reporting, or any other reporting tool sold separately (such as Microsoft Access) that can attach to the database. Refer to the related documentation for these products.
Parts failure codes are defined on the Data -> Shop Activity -> Setup -> Parts Failure Codes screen.
Part keyword and short description
Short text entry that describes or generally categorizes the part, such as FILTER. If the part was issued from inventory, its description also displays. The maximum field length is 80 characters. This field is optional.
Comments
Free-form text field in which you can enter comments. The maximum field length is 60 characters. This field is optional.
In the following three fields, if the task ID matches a task already listed on the work order, the value defined for the task appears. Otherwise, the value defined for the work order appears. These fields are display only.
Work class
Code that specifies a work class for the task.
Work classes are defined on the Data -> Shop Activity -> Setup -> Work Classes screen.
Warranty work
Warranty status of the task. If a warranty is in effect, the default is the location's value (indicated by the first part of the work order ID) 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.
This field has a list box:
YES: The task is for warranty work.
Note: When commercial work is posted to a defined vendor/task combination more than once within the warranty period, the equipment unit is automatically flagged as failed under warranty and a warranty claim is generated.
NO: The task is not warranty work. This value displays automatically for PM orders opened from the Data -> Equipment Management -> Equipment Due for Service/Inspection screens (either by Equipment or by Location).
UNKNOWN: The equipment unit (or one of its components) is still in its warranty period (based on time and meter reading) but it is not known whether the task is covered by a warranty.
Note: You cannot close a work order if any of its associated tasks have a value of UNKNOWN in the Warranty work field on the Tasks tab.
Tip: To change a value, use the applicable tab:
To change the value for the task, use the Tasks tab.
To change the value for the work order, use the Basic Info tab.
Repair reason ID
Identifier of the reason for repair. This field has a list box. If this is a new task, the ID defaults from the Repair reason ID field on the Basic Info tab.
Repair codes are defined on the Data -> Shop Activity -> Setup -> Repair Reasons screen.
Position ID
Identifier of the part's position. This field has a list box. Valid positions defined for the class and part ID are listed first, followed by a separator, and then all positions. Required if you are posting labor, parts, or commercial entries to a work order for an equipment unit whose class for resources requires that a position ID be entered. Otherwise, optional.
Note: When the application checks for comebacks while closing a work order in which a task requires positional information, only postings that match both the position and the full task ID are considered a comeback.
Position IDs are defined on the Data -> Equipment Units -> Setup -> Positions screen. The position ID requirement for an equipment class is specified on the Basic Info tab of the Data -> Equipment Units -> Setup -> Equipment Class -> Class/Task Information screen. Whether the application checks for potential comebacks based solely on exact task ID is specified on the Options tab of the Data -> Shop Activity -> Setup -> Options screen.
Service request ID
Identifier of the service request. This field has a list box. This field is optional.
No parts needed
If this field has a check, no parts were needed to complete the task on the work order.
Note: The Require confirmation of task with no parts on work order field on the Work Orders - More Info tab of the Data -> Setup -> Organization Structure -> Locations -> Primary Information screen determines whether confirmation is required to close or finish a work order without posting parts to the task.
Acctg prefix
Accounting prefix. Maximum field length is 10 characters. This field is optional.
Miscellaneous 1, 2, 3, and 4
Free-form text fields that you may use however you want. Each field is a maximum of 30 characters. This field is optional.
Fiscal year
Designated fiscal year. Maximum field length is six alphanumeric characters. This field is optional.
Document number
Document number, if any. Maximum field length is 30 characters. This field is optional.
Cost posted
Total cost of the labor for the transactions in the Posted transactions screen group. Display only.
Displaying __ of __ rows
Counter indicating the number of transaction lines currently displayed out of the total number of transaction records available.
The number of rows that display on an initial Get Data is specified in the Number of work order posting rows to display initially field on the Special Rights tab of the System Mgmt -> Setup -> Access Rights -> User Groups screen. If you belong to more than one user group, the highest number of rows allowed is displayed.
Show more
When you click the Show more button, the number of rows displayed increases by the user group parameter specified on the Special Rights tab of the System Mgmt -> Setup -> Access Rights -> User Groups screen. If the parameter is zero, the number of rows displayed increases by 20.
Show all
When you click the Show all button, all the transaction records are retrieved. Unless otherwise specified, the records display in descending date order.
Sort by:
Date desc
If the Date desc field has a check, the records are sorted in descending order by labor date. If this field is blank, records are listed in numerical order by row ID.
Task asc
If the Task asc field has a check, the records are sorted in ascending task ID order. If this field is blank, records are listed in numerical order by row ID.
The Posted transactions screen group displays all the transactions associated with the specified work order. All fields are display only.
Task ID
Identifier of the task the vendor performed.
Work accomplished code
Code that provides more detail about the work performed in relation to the task.
Date
Date that the labor was performed or the date of the vendors invoice.
Vendor ID
Identifier of the commercial vendor that performed the work.
Currency ID
Identifier of the currency used by the vendor.
Vendor contract ID
The open vendor contract under which the work was ordered.
Reversal
If this field has a check, the charges for this entry have been reversed from the work order.
Labor cost
Cost of labor provided by the vendor (including sales tax, if any).
Labor cost taxable
If this field has a check, the labor cost is subject to an appropriate sales tax that the application added to the Labor cost field.
Sales tax rate
The sales tax rate for commercial labor, if applicable.
Labor hours
Number of hours required to perform the task.
Parts cost
Cost of parts provided by the vendor (including sales tax, if any).
Parts cost taxable
If this field has a check, the parts cost is subject to an appropriate sales tax that the application added to the Parts cost field.
Sales tax rate
The sales tax rate for commercial parts, if applicable.
Miscellaneous cost
Other costs that cannot be categorized as either labor or parts.
Note: Miscellaneous costs are stored in the CML_MAIN table in the MISC_COST column.
Misc cost taxable
If this field has a check, the miscellaneous cost is subject to an appropriate sales tax that the application added to the Miscellaneous cost field.
Sales tax rate
The sales tax rate for miscellaneous costs, if applicable.
Tax amount
Total tax amount (labor, parts, and miscellaneous).
Note: Effective with Release 12.1, commercial work labor and parts tax and markup data are stored on CML_MAIN in separate database fields. Test all custom reports and interfaces affected by this change to ensure that they work as expected.
Markup amount
Total markup amount (labor and parts). There is no markup on miscellaneous costs.
Parts markup = (parts cost * location parts markup rate) + ((parts cost + location parts markup amount) * department parts markup rate)
Labor markup = (labor cost * location labor markup rate) + ((labor cost + location labor markup amount) * department labor markup rate)
Note: Effective with Release 12.1, commercial work labor and parts tax and markup data are stored on CML_MAIN in separate database fields. Test all custom reports and interfaces affected by this change to ensure that they work as expected.
Vendor invoice
Vendor's invoice number.
Vendor work order
Vendor's work order ID.
Invoice date
The vendor invoice date in MM/DD/YYYY format.
Account ID
Identifier of the account assigned to the work order.
Part ID
Identifier of the part.
Part suffix
Number associated with the part in the Part ID field, which distinguishes it from other parts with the same part ID. The part suffix must be valid for the value entered in the Part ID field. If you enter a valid cross-reference entry for the part ID/suffix, it is automatically converted to the appropriate part ID/suffix.
Quantity issued
The number of parts issued.
Fail/cause ID
Identifier of the parts failure that describes why the part failed or was replaced.
Part keyword and short description
Short text entry that describes or generally categorizes the part, such as FILTER.
Comments
Free-form text field for comments.
Work class
Code that specifies a work class for the task.
Warranty work
Warranty status of the task.
YES: The task is for warranty work.
NO: The task is not warranty work.
UNKNOWN: The equipment unit (or one of its components) is still in its warranty period (based on time and meter reading) but it is not known whether the task is covered by a warranty.
Repair reason ID
Identifier of the reason the equipment was repaired.
Position ID
Identifier of the part's position.
Service request ID
Identifier of the service request.
Acctg prefix
Accounting prefix.
Miscellaneous 1, 2, 3, and 4
Free-form text fields.
Fiscal year
Designated fiscal year.
Document number
Document number.