Related Work Orders |
In Enterprise Purchasing, you can associate the need for a part as a direct issue to an equipment unit, department, or account without a work order. When the line item is received, the part is issued directly rather than a work order being required.
Line items can also be associated with one or more work orders. When the line item is received, you can issue the received quantity to the work orders without additional processing.
The Related Work Orders tab enables you to associate specific line items with specific work orders. You can specify that parts or commercial work be issued directly to a work order upon receipt. When line items are received, the default action is to issue the received quantity to the related work orders before sending additional quantity received to stock.
Note: Work orders for line item types other than COMMERCIAL are considered direct issues. Although work order IDs are not required on purchase orders for COMMERCIAL work, they are required upon receipt of the work.
Tip: To limit the display of information in the grid and maximize performance, use the filter. You can sort on purchase order ID, location, vendor ID or invoice number, status, date (or date range), employee ID (requester, buyer, orderer), and equipment ID, among other values.
Note: Unless you specify a header status, filtering on equipment ID returns all items in all statuses that apply to that ID.
The Purchase Orders screen supports location-level access control, so you must belong to a user group with the applicable authorizations to make changes or updates.
The field in the top section of the Related Work Orders tab is display only from the Basic Info tab.
Purchase order ID
Identifier of the purchase order either being defined or that is currently selected in the grid. The description displays to the right of the field.
Data in the fields in the bottom section of this tab provide information about the line items on the purchase order. Unless otherwise indicated, these fields are required.
Note: You can reopen a line item and add a related work order ID to it at the same time. You can also close a line item and modify a related work order in the same step. You cannot, however, modify a related work order if the line item is closed. You also cannot modify it after the related work order has been received.
Delete
To delete the entries in the fields to the right, place a check in this field and click Save.
Note: You cannot delete a line item that has been received. You can, however, delete a related work order (even if the work order is closed) as long as no parts have been issued to that work order. Related work orders for partial receipts that have been completed may not be deleted.
Cancel
If this field has a check, there is no longer a demand for the item. This field enables you to retain an audit trail of demand for a purchase order line item that is no longer needed. You cannot cancel a row once it has been issued or partially issued. To cancel a COMMERCIAL line item, at least one other related work order must be active or issued.
Note: If a related work order is not canceled, the default action when a line item is received is to issue the specified quantity to the related work orders and then send any additional quantity to stock.
Line number
Line item number. Must be greater than or equal to 1 and match the line item number of a row on the Line Items tab. The maximum field length is four characters.
Important information about work order IDs (composed of WO location, year, and number):
Work order IDs are required for COMMERCIAL line item types.
Either the WO location, -year, and -number fields must have values or they must all be blank.
If the work order ID is changed, the equipment ID, department ID, and account ID also update, based on the new work ID.
Status
Status of the related work order. This field is display only.
Blank: No parts have been received or issued against the work order.
PARTIALLY ISSUED: Some of the related quantity has been received and issued to the work order.
PARTIALLY RECEIVED: Some of the related quantity has been received for the work order.
ISSUED: The entire quantity has been received and issued to the work order.
RECEIVED: The entire quantity has been received for the work order.
WO location
Identifier of the shop where the work is being performed. This field has a list box of locations that support work orders.
-year
The year (in YYYY format) printed on the work order.
-number
The work order number. This field has a list box of work orders for the specified location and year with a status of PENDING, OPEN, or WORK FINISHED.
Quantity
Quantity of the line item applying to this work order. For COMMERCIAL line items, this field must be zero. For all other line item types, it must be greater than zero. In addition, for all line item types other than COMMERCIAL, the quantity for a given line item must be less than or equal to the quantity listed on the Line Items tab. It also cannot be less than the number of parts issued if only some of the parts have been issued. This field is required.
Note: Quantity cannot be changed if all parts have been issued for this line item on the work order.
Task ID
Identifier associated with the task. Required if a work order ID is listed; otherwise, this field must be blank. Direct issues do not have task IDs. This field has a list box. The choice list displays tasks already on the work order followed by tasks that apply to the equipment asset group. If entered, the task ID must be active and cannot be a PM TASK type.
Note: You cannot post indirect tasks to a work order.
Task description
Description of the task. Auto-populates based on the selected task ID. This field is display only.
Work accomplished code
Code for work that is to be completed on the work order. This field has a list box. This field is optional.
Equipment ID
Identifier of the equipment unit. If a work order ID is entered, this field auto-populates. If you specify an equipment ID, it must be active and valid for work orders and must match the work order equipment ID if a work order is entered. This field has a list box of active status equipment (including linear assets) that are authorized for work orders. This field is optional.
Department ID
Identifier of the department. If a work order ID is listed, this ID must match the department on the work order. This field has a list box. This field is optional.
Note: If a work order ID is not listed, this field must be blank. Direct issues do not have department IDs.
Account ID
Identifier of the general accounting system account to charge for the item. It does not have to match the ID on the work order. This field has a list box of active accounts that allow parts issues. This field is optional.
Note: If a work order ID is not listed, this field must be blank. Direct issues do not have account IDs.
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.
For more information, see Financial Project Codes.
Labor cost
Cost of labor provided by the vendor (including sales tax, if any). For COMMERCIAL line item types, must be greater than zero. The maximum field length is 10 characters. This field is optional.
Note: Labor hours for non-commercial line items must be zero.
Labor cost taxable
If this field has a check, the sales tax on labor is computed and added to the amount in 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
Labor hours to be provided by the vendor. For COMMERCIAL line item types, must be greater than zero. The maximum field length is four characters. This field is optional.
Note: This field only displays for COMMERCIAL line item types.
Parts cost
Cost of parts to be provided by the vendor. For COMMERCIAL line item types, must be greater than zero. The maximum field length is 10 characters. This field is optional.
Note: This field only displays for COMMERCIAL line item types.
Parts cost taxable
If this field has a check, the sales tax on parts is computed and added to the amount in 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.
Sales tax settings are specified on the Currency/Sales Tax Setup tab of the Data -> Setup -> Options screen.
Misc cost
Other costs that cannot be categorized as either labor or parts. For COMMERCIAL line item types, must be greater than zero. The maximum field length is 10 characters. This field is optional.
Note: This field only displays for COMMERCIAL line item types.
Misc cost taxable
If this field has a check, miscellaneous costs are subject to an appropriate sales tax that the application added to the Misc 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.
Est total cost
Displays the sum of the Labor cost, Parts cost, and Misc cost fields. If the individual costs were not specified, you can type the total cost in this field. For COMMERCIAL line items, this value must be greater than zero. The maximum field length is 10 characters, which includes two decimal places. This field is optional.
Estimated total tax amt
Estimated total tax amount. Equal to parts*(part tax rate/100) + labor*(labor tax rate/100) + misc*(misc tax rate/100).
Position ID
Identifier of the position. This field has a list box. This field is optional.
Position IDs are defined on the Data -> Equipment Units -> Setup -> Positions screen.
Service request ID
Identifier of the service request associated with the work order. This field has a list box. This field is optional.
Service requests are assigned to work orders on the Service Requests/Defects tab of the Data -> Shop Activity -> Work Order Center screen. Service requests are assigned to linear work orders on the Service Requests/Defects tab of the Data -> Shop Activity -> Linear Work Order screen.
Tip: This information is useful if you use service requests to track detailed 3C (complaint, cause, correction) data. If you specify ORDER on a part request that has a service request ID assigned to it, the service request ID will be carried throughout the order, receipt, and issue process.
Vendor invoice
Vendor invoice number. This field is display only.
Vendor work order
Identifier of the vendor work order. This field is display only.