Basic Info

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

The Basic Info tab for the short form of work orders enables you to display and define identifying information about work orders.

If the MobileFocus software is installed, you can use hand-held devices to transfer work order information between the application and the hand-held devices to work with the data from remote locations. See the related documentation for these products.

Tip: To limit the display of information in the grid and maximize performance, use the filter. You also can use the sort button to arrange the order in which 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.

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

The Work Order - Short Form screen supports location level access, 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 on this screen.

Detail View Header

Information in 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 the system can assign one for you. To specify that the system assign the work order ID, enter only the first part (location ID where the work order will be filled). The current year and the next sequential number available at the shop are completed automatically. To change the number, type another number over it.

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

A PM order is already open for that PM service (a message will display)
The PM service is already a task on another open repair order (a message will display)

You can view these tasks on the Tasks tab of the Data -> Shop Activity -> Work Order Center screen.

Important: Before you delete an open work order, you must manually reverse all labor, parts, and commercial costs posted to it. See the Labor, Parts , and Commercial tabs to determine which charges have been posted.

Equipment ID

Identifier of the work orders equipment unit. Display-only from the Equipment ID field in the lower part of the tab. If you change the value in that field, the system unassigns the work order defect (or defects) 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; and displays the new ID in this field.

Tip: You can set a zoom button for this field to detect the type of equipment and display the appropriate screen. If you used Administrator Mode to add a zoom button, you will need to use it again to remove your user-defined zoom button for this functionality to work.

Job status

Job status of the work order. This field is display only.

Note for optional Bar Code module: To determine the job status for work orders opened with hand-held devices, go to the Job status to assign work orders opened with hand-held devices field on the Functions tab of the Data -> Setup -> Organization Structure -> Locations -> Primary Information screen.

OPEN: The work on the work order has not yet been completed. Either this status or the status WORK FINISHED is required to post labor, parts, or commercial charges.
WORK FINISHED: Shop personnel have completed the work and checked the Date and time finished field. 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, place a check in the Update PM schedule field on the Tasks tab of the Data -> Shop Activity -> Work Order Center screen. If there are charges recorded on one or more of the tabs, when you process a work order with this job status, the system takes the following actions:

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.

Tip: A status of either WORK FINISHED or OPEN is required to generate parts requests from the Data -> Parts Activity -> Requests screen.
CLOSED: The work order is no longer open. This status displays automatically when you process information on this screen with a check in the Date and time closed field. For details of processes performed when you close a work order, refer to the Help for that field.

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.

Detail View

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

Job type

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

REPAIR: The Tasks tab on the Data -> Shop Activity -> Work Order Center screen 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 for a location's work orders is specified on the Work Orders - Defaults tab of the Data -> Setup -> Organization Structure -> Locations -> Primary Information screen.

PM: Preventive maintenance or inspections. On the Tasks tab of the Data -> Shop Activity -> Work Order Center, 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 display.

Note: Information about inspections performed on PM work orders are 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 zoom button (to the Data -> Equipment Units -> Fleet Equipment screen, on which equipment unit IDs are defined) and a list box of valid equipment unit IDs. The equipment unit year, manufacturer, and model display beneath the ID. The current meter readings for the unit also display in this field.

Tip: 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, you must be assigned to a user group that is authorized to view or modify (update) information about the equipment unit.
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.

If the Registration tab on the Data -> Equipment Units -> Fleet Equipment screen specifies the 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 (go to the Task type field on the Basic Info tab of the Data -> Shop Activity -> Setup -> Tasks screen). You can, however, perform the following actions:

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.

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.

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 unit's appropriate meters, to the nearest whole meter unit (omit the tenths).

The Meter 2 field is available only if the equipment ID is for an equipment unit defined on the Data -> Equipment Units -> Fleet Equipment screen.
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 specify whether information in these fields is required to open or close the appropriate type of work order.
In addition, if the equipment ID is assigned to an equipment class for a meter type of OTHER THAN NONE, the class specifies 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.
Equipment IDs are assigned to an equipment class for meter types on the Meter Info tab of the Data -> Equipment Units -> Fleet Equipment screen. Meters are specified as meter types on the Meter Info tab on the Data -> Equipment Units -> Setup -> Equipment Class -> Primary Information screen.
Under certain conditions, the current meter reading is updated for the unit on the Equipment Master (EQ_MAIN) table. Refer to conditions for updating current meter readings and the Meter 1 validation field.

Meter 1 and Meter 2 validation

Specifies whether and how meter validation on the Meter 1 and Meter 2 readings is performed. This field has a list box of EQ UPD or NO EQ UPD. Refer to meter validation fields.

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.

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, go to the Tasks tab of the Data -> Shop Activity -> Work Order Center screen.

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 t hat 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 applicable equipment status is set. If the service status denotes 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, you can use this field to control whether a unit is listed in the list boxes for Equipment ID fields 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, it 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.

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.

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. 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.

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 D ata -> 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 type). If a warranty is in effect, the default value is the location's value 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 that individual part is being replaced under warranty. If there is a in the Automatically create equipment 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.

You cannot specify YES for an equipment unit that is not under warranty unless the work order location ID (indicated by 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.

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 of the Data -> Shop Activity -> Work Order Center screen is checked for the task ID to which you are posting the part. If that field's value is YES, a control label prints when a part classified as warrantable is issued, regardless of whether that individual part is being replaced under warranty.
Tip: 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 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 of the Data -> Shop Activity -> Work Order Center screen is checked for the task ID to which you are posting the part. If that field's value is YES, a control label prints 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 are unable to determine this when you input 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.

PM service

Code of the preventive maintenance (PM) service or inspection to be performed. The maximum field length is 12 characters. This field has a list box. PM tasks that are part of the service do not display on the Tasks tab of the Data -> Shop Activity -> Work Order Center screen because no labor or parts are posted to them. Charges for service include the cumulative labor spent on all the tasks. They display on hard copies of work orders.

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.

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.

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.

Life meter 1 usage

Total life meter usage to date for the equipment ID. This field is display only.

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.

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.

If you specify a vendor ID, it is used as the default vendor ID on the Commercial tab of this screen, the Data -> Shop Activity -> Work Order Center screen, and the Parts tab on the Data -> Parts Repair -> Internal Rebuilds screen.

Vendor IDs are defined on the Basic Info tab of the Data -> Setup -> Organization Structure -> Vendors -> Primary Information screen. The Supports only the following locations screen group on the Locations tab of the Data -> Shop Activity -> Setup -> Tasks -> Primary Information screen identifies the vendor (or vendors) that support the task.

Date and time in

Date and time the equipment unit arrived, or is expected to arrive, at the shop for the work to be performed. In Insert mode, the current date and time display, but you can change them.

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

You can change a work orders 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. To do so, change the date and time in to a future date. Downtime will stop and the status of the work order changed 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.

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 Data -> Setup -> Organization Structure -> 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.

Note: To reopen a closed work order, clear the Date and time finished, Date and time closed, and Date and time in service fields and click Save. The status changes to OPEN. Also see Reopen a closed work order.

Date and time closed

When you process a check in this field, the work order is closed and the system date and time display, which you can change to an earlier date and time before you process the data. To make a change after the close is processed, you must be assigned to a user rights group that has a check in the Change work order close date/time field on the Special Rights tab of the System Mgmt -> Setup -> Access Rights -> User Groups screen.

See additional Conditions that prohibit closing a work order and Reopening a closed work order.

If the Options tab of the Data -> Shop Activity -> Scheduling -> Setup -> Options screen has a check in the Permit PM services on repair orders field and the Job type field specifies REPAIR but is actually a PM service, you must place a check in the Update PM schedule field to update the PM schedules when you close the work order.

If the following conditions are met for valid tasks on the Labor, Parts , or Commercial tabs, a complaint is generated on the Data -> Equipment Activity -> Service Requests/Defects screen for the tasks.

The task ID has a completion/work accomplished code that is defined as deferred maintenance (as specified on the Data -> Shop Activity -> Setup -> Work Accomplished Codes screen).
The Basic Info tab of the Data -> Shop Activity -> Setup -> Tasks -> Primary Information screen specifies the following:
The task ID has a task type of PM TASK
The task ID has an ID specified in the Repair task ID associated with PM task field

Comments on the Comments tab of this screen are added to the Comments tab on the Service Requests/Defects screen.

If there is information in the Printer ID field on the Output Control tab when you close a work order, a report of the work performed and the charges incurred on it is printed. You can print work orders in a preexisting format (go to the Functions tab of the Data -> Setup -> Organization Structure -> Locations screen). For a list of information that appears on the hard copy of the work order, see hard copies of work orders.

Date and time in service

If this field has a check, the equipment unit is in service. When you place a check in the Date and time finished field, this field is checked and the current date and time display automatically, but you can change them. The date and time that the equipment unit was returned to service may not be in the future.

Estimated cost

Estimated cost of the labor and parts associated with the work order. Required to open work orders if the value in the Work order approval level field on the Authorization tab of the Data -> Equipment Units -> Fleet Equipment screen is greater than zero for the equipment unit. Go to the Codes tab on the Data -> Equipment Units -> Fleet Equipment screen. On any such work order, if the estimate is greater than the work order approval level, you must specify that the work was approved before you can post specific charges to the work order.

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 (go to the Authorization tab of the Data -> Equipment Units -> Fleet Equipment screen) and you can post charges to or close this work order.

If the work order approval level for the equipment unit is either 0 or greater than the value in the Estimated cost field 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, a WORK ORDER REQUIRES APPROVAL message displays on the Messages tab of the Data -> Shop Activity -> Work Order Center screen and in the Information Messages section of the printed work order.

Reference order ID

Reference or external work order ID to associate with this work order. Because this field is optional, you can use it however you want. If the work order was generated as part of a multi-unit project, the project ID displays.

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.

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Basic Info

Detail View Header

Detail View

See Also