Basic Info |
The Basic Info tab for the call center enables you to display and insert (open) vendor work orders and to record identifying information about them. Once the work order is defined and approved, call center staff may call the vendor whose ID is specified on this tab to dispatch the work.
Tip: To limit the display of information in the grid and maximize performance, use the filter. You can sort on equipment ID, work order, job type, vendor ID, and department ID, among other values. The list of searchable fields on the filter is extensive; use the scroll bar to view them all.
You can use the % wildcard character to filter the results of choice-lists on this screen.
The Call Center screen supports department-level and location-level access control, so you must belong to a user group with the applicable authorizations to make changes or updates.
In Insert mode, specify information in the fields in the top section of this tab to define the identifying data for the work order's equipment unit. In all other modes, the data is display-only from the selection in the grid.
Equipment ID
Identifier of the equipment unit currently selected in the grid. It must have an assigned company ID. This field has a list box of IDs that do not have a check in the Exclude from inventory lists field on the Authorization tab of the Data -> Equipment Units -> Fleet Equipment screen.
When you specify the ID, the equipment unit year, manufacturer, model, life-cycle status, life meter units, planned retirement date, and company code display below the field. This information is display only.
Tip: Company IDs are assigned on the Assignments tab of the Data -> Equipment Units -> Fleet Equipment screen.
When you insert (open) a work order, a message displays on the Messages tab if any of the following conditions exist:
The equipment unit is under a service level agreement (SLA) and there is an insufficient SLA availability during any future requirement periods.
The equipment ID has a check in the Check motor pool availability for pool units field on the Work Orders - Options tab of the Data -> Setup -> Organization Structure -> Locations -> Primary Information screen and opening the work order would make the equipment unit unavailable during this period, thus preventing the rental pool dispatch location from being able to fulfill a CONFIRMED reservation for that equipment type.
License number
License number of the equipment unit. This field has a list box.
Serial number
Serial or vehicle identification number (VIN). This field has a list box.
Work order ID
Three-part field containing the work order ID associated with the vendor invoice. The first part is the equipment unit's default repair location. This part of the field has a list box. The second part is the year in which the work order was opened. The third part of the field, which also has a list box, is the work order number.
In general, if a work order is already open for an equipment unit, call center staff assign problems to it rather than open a new work order.
The default repair location for internal labor and parts is specified on the Work Orders - Defaults tab of the Data -> Setup -> Organization Structure -> Locations -> Primary Information screen.
Job status
Tip: If the work order was opened with a hand-held device, job status is determined by the Job status to assign work orders opened with hand-held devices field on the Work Orders - Defaults tab of the Data -> Setup -> Organization Structure -> Locations -> Primary Information screen.
Job status of the work order. This field is display only.
OPEN: The work on the work order has not yet been completed. A status of either OPEN or WORK FINISHED is required to post commercial charges.
WORK FINISHED: The work has been completed and a check placed in the Date and time finished field on the More Info tab. If there are charges recorded on the Data -> Call Center -> Vendor Invoices screen, when you process a work order with this job status, the PM schedules are automatically updated. To update the schedule regardless of whether there are charges recorded, specify YES in the Update PM schedule field on the Basic Info tab.
CLOSED: The work order is no longer open. This status automatically displays when you process information on this screen with a check in the Date and time closed field on the More Info tab. For details of processes performed when you close a work order, see Actions performed when you close a work order.
Note: You may re-open a closed work order if the work order’s 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.
Life meter usage
Number of meter units the equipment unit has been operated. Display-only when you specify the equipment ID.
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.
Planned retirement date
Planned date to retire the equipment unit, if any. This information displays when you specify the equipment ID. Display only from the Replacement/Disposition tab of the Data -> Equipment Units -> Fleet Equipment screen.
Data in the fields on the bottom section of this tab define the basic information about the work order. Unless otherwise indicated, these fields are required.
Responsible employee ID
Identifier of the employee responsible (e.g., Zone Manager) for opening call center work-orders for the location. Display only from the Work Orders – More Info tab of the Data -> Setup -> Organization Structure -> Locations -> Primary Information screen. The name of the employee displays to the right of the field. Employee names are entered using the Personal Info tab of the Data -> Shop Activity -> Setup -> Employees -> Primary Information screen.
Tire size
Appropriate size of the tires for the equipment type assigned to the equipment ID. Display only from the Data -> Equipment Units -> Equipment - Attributes screen. Learn how to assign tire size to an equipment ID.
Operator ID
Identifier of the operator of the equipment unit. In Insert mode, this field displays the operator ID assigned to the equipment ID, but you can change it. Operators are assigned to equipment IDs on the Assignments tab of the Data -> Equipment Units -> Fleet Equipment screen.
Name
Name associated with the operator ID. Defaults to the name associated with the operator ID, but you can change it.
Contact phone
Telephone number of the operator. Defaults to the telephone number associated with the operator ID, if any, but you can change it. Maximum field length is 30 characters. This field is optional.
Job type
Type of job for the work order. This field has a list box:
REPAIR: 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 is specified using the Work Orders - Defaults tab of the Data -> Setup -> Organization Structure -> Locations -> Primary Information screen.
PM: When you use the Data -> Call Center -> Vendor Invoices screen to post charges, 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.
Warranty work
Warranty status of the work order’s equipment unit. The value in this field is assigned to all tasks on the work order unless you define a different value for the task. To change this value after it is processed or to assign a different value to specific tasks on the work order, you must be assigned to a user rights group that has a check in the appropriate Override work order warranty status field on the Special Rights tab of the System Mgmt -> Setup -> Access Rights -> User Groups screen.
If a warranty is in effect, the default is the location's (determined by the first part of the work order ID) 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.
This field has a list box:
YES: The work order is for warranty work.
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, when you close the work order, a warranty claim with a status of PENDING is created.
You cannot specify YES for an equipment unit that is not under warranty unless the work order’s location ID (indicated by the first part of the Work order ID, above) 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.
This value displays automatically when the warranty expires because
of the date or meter reading. (Expiration criteria are specified on
the Warranty tab of the Data
-> Equipment Units ->
Fleet Equipment
screen.)
UNKNOWN: The equipment unit is still in its warranty period (based on time and meter reading).
When you input 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 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 on the More Info tab.
Pager phone
Phone number of the operator's pager. This field displays the pager number associated with the operator ID, but you can change it. Maximum field length is 30 characters.
Pager numbers are associated with operator IDs on the Personal Info tab of the Data -> Equipment Units -> Setup -> Operators -> Primary Information screen.
Location type
Location type associated with the equipment unit when the work order is opened. This field is optional. This field has a list box:
STORED: This is the default.
CURRENT
PM
REPAIR
If you specify a location type, the location ID associated with that type appears. Location types are associated with location IDs on the Locations tab of the Data -> Equipment Units -> Fleet Equipment screen.
Location ID
Identifier of the location at which the equipment unit was located at the time the call is placed to the call center. This field has a list box.
The following fields, presented in the Tasks screen group, assign task IDs to the work order.
Delete: To delete the entries in the fields to the right, place a check in this field and click Save. All associated invoices must be deleted before the call center work order may be deleted.
Task
ID: Identifier of the task that describes the work. 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. You cannot post indirect tasks
to a work order.
Only one task on a work order can be assigned a task type of PM SERVICE
(on the Basic
Info tab of the Data ->
Shop Activity -> Setup -> Tasks -> Primary Information screen). If the unit
requires additional tasks of a PM SERVICE type, you must open a separate
work order for each task.
Note: The limitation of one PM service per work order is necessary in order for the unit’s PM schedule to update correctly. When you issue more than one work order for the equipment unit, the processing sequence of the work orders containing the PM services may affect the results of the PM schedule update. You should process work orders, if possible, in the same sequence that the PM services occur in the PM program for the equipment class to which the unit is assigned. The sequence of PM services for the equipment class are defined on the Class PM Service Pattern tab of the Data -> Equipment Units -> Setup -> Equipment Class -> Primary Information screen. Equipment units are assigned to classes using the Classes tab.
Task IDs are defined on the Basic Info tab of the Data -> Shop Activity -> Setup -> Tasks -> Primary Information screen.
Task description: The task ID description. This field is display only.
Location address
First two lines of the location’s address. When you enter a location type, the address from the Locations tab of the Data -> Equipment Units -> Fleet Equipment screen appears. This field is display only.
Vendor list
List of vendors that perform the task (or tasks) in the Tasks screen group and that serve the location ID. The vendor name, first and second address lines, and telephone number appear.
Vendor information is specified on the Basic Info tab of the Data -> Setup -> Organization Structure -> Vendors -> Primary Information screen. The Vendor Task screen on that screen displays the tasks that the vendor is authorized to perform. The Locations tab on that screen specifies the locations that the vendor supports. If an asterisk (*) displays next to a vendor's name, the vendor is authorized to perform all the tasks in the Tasks screen group.
Vendor ID
Identifier of the vendor. Required to process information in the Estimated Cost field on the Estimate tab. This field has a list box of all vendors authorized to perform all the task IDs on equipment units at the stored location. If provided, the vendor name, first and second address lines, and telephone number display to the right of the ID.
Tip: If invoices have been posted to the call center work order, this field is locked and cannot be updated.
Vendor information is recorded on the Data -> Setup -> Organization Structure -> Vendors -> Primary Information screen.