Labor Capture

Note: The optional Labor Capture module must be installed to use this screen.

The Labor Capture tab records the time it takes to complete an indirect time task or tasks associated with work orders in order to post the charges for the time when the task is completed. The Data -> Shop Activity menu has several screens on which you can post labor charges to work orders: Work Order Center , Work Order - Short Form , Time Cards , and Linear Work Order (linear work orders only). Labor charges are posted the same way from each screen. You can also post labor charges using hand-held devices.

When labor is posted to a work order, the equipment ID of the top-level parent of the equipment ID on the work order is written to lab_main.eq_parent_equip_no. You can run standard cost reports in Web Modules to see the full operating costs of the equipment.

For a list of keys to use instead of the mouse, see Keyboard Guide.

Notes:

Approval: If a work order requires approval before posting of charges, you may not start the labor capture until the work order has been approved. An approved equipment unit work order has a check in the Approved field on the Basic Info tab of the Data -> Shop Activity -> Work Order Center or Work Order - Short Form screen. An approved linear asset work order has a check in the Approved field on the Basic Info tab of the Data -> Shop Activity -> Linear Work Order screen.
Delays: You may not start labor capture for work orders that are currently in delay. To stop the delay to post labor charges to equipment units, use the Delay tab on the Data -> Shop Activity -> Work Order Center screen. To stop the delay to post labor charges to linear assets, use the Delays tab on the Data -> Shop Activity -> Linear Work Order screen.

Detail View Header

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

Employee ID

Note: If there is a check in the Require password for employee labor capture field on the Options tab of the Data -> Shop Activity -> Setup -> Options screen, you must complete the Password field before the current assignment information will display.

Identifier of the employee to whom the current labor entry is charged. When you enter an ID in this field, the current system date and time automatically display in the Begin date and time field. This field has a list box. The employee’s name displays to the right of the ID.

If the employee does not have an active labor entry: Insert the start of labor capture (one employee at a time).
If the employee has an active labor entry: Current assignment information displays after you specify an employee ID. You can update the data or cancel the insert.

On the Data -> Shop Activity -> Setup -> Employees -> Primary Information screen, the Scheduling tab must have a check in the Charges time field and the Rates tab must have a value in the Default time code ID for work order charges for the employee.

Password

Password of the user ID associated with the employee ID.

If there is a check in the Require password for employee labor capture field on the Options tab of the Data -> Shop Activity -> Setup -> Options screen, you must enter a password to display the current assignment information. User IDs are associated with employee IDs on the Basic Info tab of the System Mgmt -> Setup -> Access Rights -> Users screen.

Detail View

The fields in the bottom section of the tab provide more information about the task.

Begin date and time

Date and time (24-hour clock from 00:00 to 23:59) that the employee begins the labor capture. When you enter information in the Entry type field, the current date and time display in this field, but you can change it. Must be the current system date and time or earlier. This field has a variance of allowing date and time of up to five minutes in the future to account for subtle differences in system time settings.

If the entry type is WORK ORDER, the date and time in this field may not be earlier than the value in the Date and time in field for the work order on the Basic Info tab of the applicable work order screen. The Begin date and time field on the Data -> Shop Activity -> Current Labor Assignments screen displays this date and time.

Note: The Labor table (LAB_MAIN) tracks the start and stop dates and times for labor entries on this screen. You can use this data in labor reports.

Stop current entry

If this field has a check, the current labor capture stops. The value in the Work accomplished code field is automatically inserted on the Labor tab of the applicable work order screen.

Entry type

Specifies the type of labor entry. This field is required. This field has a list box. Available choices are:

NONE: This is the default. You must change it to either WORK ORDER or INDIRECT TIME.
INDIRECT TIME: The labor is charged as indirect labor to the employee’s currently assigned location and the labor is recorded in the employee’s labor record. The labor is not charged to a work order.
WORK ORDER: The labor is charged to the location in the first part of the work order ID, work order charges are posted to the work order, and the information is recorded in the employee’s labor record. May also be used if the service request does not have an asset ID. To insert or update information on the Comments tab, the entry type must be WORK ORDER.
MULTI-ASSET: The work order must be a multi-asset work order to select this entry type.

When you start labor capture, the following actions occur, dependent on whether the task ID has a corresponding row on the Tasks tab of the applicable work order screen:

Corresponding row: If there is a value in the Work accomplished code field in the row, it displays in the Work accomplished code field.
No corresponding row: When you start labor capture, a new row is added, including the work accomplished code.

When you stop labor capture, a row is added to the Labor tab of the applicable work order screen. The work accomplished code is included.

When you stop labor capture for a task that has a row on the Tasks tab of the applicable work order screen, the following actions occur, dependent on whether the row has a specified work accomplished code:

No specified code: The work accomplished code is inserted.
Specified code: If there is a check in the Final status field on the Basic Info tab of the Data -> Shop Activity -> Setup -> Work Accomplished Codes screen, the code is updated with the value in the Work accomplished code field.

The following fields apply to labor that the Entry type field identifies as time to be charged to a work order.

Work order ID

Three-part field that identifies the work order. The first part of the field is the location ID of the work order’s assigned shop. It has a list box. The second part of the field is the year the work order was opened. The third part of the field is the number of the work order. This field also has a list box and a zoom button to the Data -> Shop Activity -> Work Order Center screen. Required to begin labor capture charged to a work order. May be blank, however, for entry type WORK ORDER if the service request does not have an asset ID.

If the Entry type field specifies WORK ORDER, the location ID defaults to the employee's assigned shop and the year defaults to the current year. If the Entry type field specifies NONE or INDIRECT TIME, this field is blank.

More Information on Work Order ID:

When you end this labor capture, work order labor hours are charged to the location code specified in the work order ID.
If you attempt to post labor charges to a work order that has been closed, an error message appears. To reopen a closed work order in order to post charges, see reopening a closed work order.
If the work order to be charged is in work delay, you must end the work delay to post the charges. Go to the Delay tab of the applicable work order screen.
This ID displays in the Work order ID field on the Data -> Shop Activity -> Current Labor Assignments screen.

Work accomplished code

Code associated with the task ID for the work accomplished. It provides more detail about the work performed in relation to the task. Not required to start labor capture.

Note If you are starting labor capture and the task already has a work accomplished code assigned, it displays in this field.

Required for each task on the work order prior to closing if 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 specifies CLOSE for the location (indicated in the first part of the Work order ID field).

See Work accomplished codes - processing.

If the code has a check in the Deferred maintenance field on the Data -> Shop Activity -> Setup -> Work Accomplished Codes screen, when you close the work order, a service request for the equipment unit is generated and the comments are added to the Comments tab on the Data -> Equipment Activity -> Service Requests/Defects screen.

Work accomplished codes and their descriptions are defined on the Data -> Shop Activity -> Setup -> Work Accomplished Codes screen.

Task ID

Identifier of the task that describes the activity associated with this time entry. 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. The task description displays to the right of the ID. Required to begin labor capture charged 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.

Tip: If the Entry type field specifies INDIRECT TIME, this field is blank. Indirect task time IDs do not have asset category restrictions.

This ID displays in the Work order ID field on the Data -> Shop Activity -> Current Labor Assignments screen.

Task IDs are defined on the Data -> Shop Activity -> Setup -> Tasks -> Primary Information screen.

Time code ID

Valid time code that describes the time category for the labor entry. The default is the time code ID specified on the Rates tab of the Data -> Shop Activity -> Setup -> Employees -> Primary Information screen, but you can change it. This field has a list box of active time codes. Only time codes with a check in the Use on labor transactions field on the Data -> Shop Activity -> Setup -> Time Codes screen may be used. The time code description displays to the right of the ID.

Note: This ID displays in the Work order ID field on the Data -> Shop Activity -> Current Labor Assignments screen.

Time codes are defined on the Data -> Shop Activity -> Setup -> Time Codes screen.

Classification

Employee's time classification. This field is optional.

Account ID

Identifier of the general accounting system’s account to which the labor is charged. This field has a list box.

If posting to a work order, this field defaults to the account ID for labor from the equipment unit or the account ID assigned to the work order on the Basic Info tab of the applicable work order screen.
If posting to INDIRECT TIME (time that is not to be charged to a work order), this field defaults to account ID, if any, associated with the time code ID in the Indirect time code ID field.
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.

Note: You may not change the account ID when starting a labor entry.

The Account ID field on the Edit Criteria - General tab of the Data -> Setup -> Options screen specifies whether information in this field is required, optional, or not required.

Account ID and status are defined on the Basic Info tab of the Data -> Setup -> Organization Structure -> Accounts -> Primary Information screen. Default account IDs for indirect time code IDs are specified on the Data -> Shop Activity -> Setup -> Time Codes 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.

Crew ID

Identifier of the crew.

Percentage complete

Percentage of the task that the mechanic has completed. Required if there is a check in the Require task percentages upon closing of work order field on the Work Orders - Options tab on the Data -> Setup -> Organization Structure -> Locations -> Primary Information screen; otherwise, optional.

Note: The Percentage complete field is available for entry only after labor capture has been completed (for example: there is a check in the Stop current entry field).

Equipment ID

Identifier of the equipment unit assigned to the work order. This field is display only.

Rebuild part ID

Identifier of the part. This is the part ID assigned to the part rebuild work order. (Information about part rebuild work orders is recorded on the Data -> Parts Repair -> Internal Rebuilds screen.)

Rebuild part suffix

Number associated with the part in the Part ID field, which distinguishes it from other parts with the same part ID.

In the following fields, if the task ID matches a task on the work order (refer to the Tasks tab of the applicable work order screen), the field displays the value defined for the task. Otherwise, it displays the value defined for the work order. These fields are display only. To change a previously processed value assigned to a work order, or to change a value for a task to one other than the value assigned to the work order, you must be assigned to a user group that has a check in the appropriate Override work order field on the Special Rights tab of the System Mgmt -> Setup -> Access Rights -> User Groups screen.

To change the value for the task, use the Tasks tab of the applicable work order screen.
To change the value for the work order, use the Basic Info tab of the applicable work order screen.

Repair reason ID

Identifier of the reason for repair. This field has a list box. The reason description displays to the right of the ID.

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

Work class

Code that specifies a work class for the task. The work class description displays to the right of the work class.

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

Warranty work

Indicates whether the labor is warranty work. The choices are:

YES: The labor to be performed is warranty work.
NO: The labor to be performed is not warranty work.
UNKNOWN: The equipment unit is still in its warranty period but it is not known whether the labor to be performed represents warranty work.

Position ID

Note: The Position ID field is only available for work order entries. It is locked for indirect time entries.

Identifier of the part's position. This field has a list box. 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 comebacks are checked for while a work order in which a task requiring positional information is closed, only postings that match both the position and the full task ID are considered comebacks.

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 there is a check for potential comebacks is based on the task ID specified on the Options tab of the Data -> Shop Activity -> Setup -> Options screen.

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.

Service request ID

Identifier of the service request. If the Work order ID field is blank, you may select a service request that does not have an asset. This field has a list box and a Zoom button to the Data -> Equipment Activity -> Service Requests/Defects screen. This field is optional.