Commercial |
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. The following items are tips and extra information for this screen:
You can record the marker/segment/offset ranges for work performed each day. This allows you to track your data in a more real-time environment and enables accurate and timely inventory records to be maintained. 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 in the same way from each screen.
If a work order has a job status of CLOSED, you cannot post charges to or update information on it. You may only update work orders with a job status of either OPEN or WORK FINISHED. For more information, go to reopening a closed linear work order.
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. You can sort on work order information, from/to open date, equipment ID, repair reason, segment ID, to/from marker ID, and to/from offset, among other values. If you specify a range, any record that crosses any part of that range will be displayed. You can also 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 service field (specified on the Basic Info tab).
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.
Tip: If you are performing an update that requires a calendar to calculate hours but the calendar has not been generated for that time period, a warning message appears. You will be allowed to process the update, but the hours will not be calculated properly because the calendar has not been generated. If you receive this warning message, ask your system administrator to generate the calendar.
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 Linear Work Order screen also applies to linear work order actions performed through the Shop Activity Portals in Web Modules.
The Linear Work Order screen supports location level access control, so you must belong to a user group with the applicable authorization 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 indicates whether users can open work orders on this screen.
You can use the % wildcard character to filter the results of choice lists on this screen.
Detail View Header
The fields in the top section of this tab are display only from the Basic Info tab.
Work order ID
Identifier of the work order currently selected in the grid.
Equipment ID
Identifier of the linear asset.
Job status
Job status of the work order. The statuses are as follows:
OPEN: The work on 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.
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 Delays tab.
Detail View
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 field has a list box of standard job IDs assigned to the linear assets equipment class for resources. It also has a zoom button to the Data -> Shop Activity -> Setup -> Standard Jobs 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.
Linear assets are assigned to equipment classes for resources on the Classes tab of the Data -> Equipment Units -> Linear Assets -> Primary Information screen. The task IDs included in a standard job are specified on the Basic Info tab on that screen.
Apply standard job template
If there is an ID in the Standard job ID field and a check in this field, this field displays information about the standard jobs tasks in the screen group.
New transactions Screen Group Data Table
The fields in the New transactions screen group define 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. 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, this field automatically displays the current system date 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 automatically displays the work order's values in the Work class, Warranty, and Repair reason ID fields. To change these values, use the Tasks tab.
Task IDs are defined on the Data -> Shop Activity -> Setup -> Tasks -> Primary Information screen.
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 there is a code in the Work accomplished code field on the Tasks tab, it displays in this field. To change it, you must use the Tasks tab. If no code is specified, you can specify it in this field when you post commercial charges to the task. The code automatically displays on the Tasks tab. See Work accomplished codes - processing.
Work accomplished codes and their descriptions are defined on the Data -> Shop Activity -> Setup -> Work Accomplished Codes screen.
Date
Date that the labor was performed. When you type information in the Task ID field, this field displays the current system date, but you can change it to an earlier date.
Vendor ID
Identifier of the commercial vendor that performed the work. This field has a list box of vendors that have a check in the Active checkbox on the Basic Info tab of the Data -> Setup -> Organization Structure -> Vendors -> Primary Information screen. The default is the vendor ID, if any, specified on the Basic Info tab, but you can change it.
Currency ID
Identifier of the currency used by the vendor. This field is display only.
Vendor contract ID
Number of the vendor contract. This field has a list box of contract IDs that are current, valid for the vendor on the transaction, and have money remaining on the contract.
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 charges posted in this entry from the work order.
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
Identifier of the vendor's work order. This field is optional.
Account ID
Identifier of the account assigned to the work order. This field has a list box. 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.
Invoice date
The 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.
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.
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.
The failure code is printed on the Work Order Detail report. It 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
If you specified a part ID for parts issued from inventory, the part's description displays in this field. If the parts were not issued from inventory, you must type a description. This field is optional.
In the following three fields, if the task ID matches a task already listed on the work order, this field displays the value defined for the task. Otherwise, the value defined for the work order displays. These fields are display only. To change a value, use one of the following tabs:
To change the value for the task, use the Tasks tab.
To change the value for the work order, use the Basic Info tab.
Comments
Text field in which you can enter comments regarding the work order.
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.
YES: The task is for warranty work. If a warranty is in effect, the default 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.
NO: The task is not warranty work. This value displays automatically for PM orders automatically opened from the Data -> Equipment Management -> Equipment Due for Service/Inspection screens (either by equipment or by location).
UNKNOWN: The linear asset (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.
Repair reason ID
Identifier of the repair reason for the task.
Repair reason IDs 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. 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 checking 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 a check for potential comebacks is performed is based solely on the task ID 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.
From marker ID
Designated from marker ID for the inspection point. This field has a list box. Required. Marker IDs are defined on the Data -> Equipment Units -> Linear Assets -> Setup -> Markers screen.
From segment ID
Designated from segment ID for the inspection point. This field has a list box. Segment IDs are defined on the Data -> Equipment Units -> Linear Assets -> Setup -> Segments screen.
From offset
Designated offset from the From marker ID. You may specify an offset range in either direction. It does not need to follow the same direction as the asset definition. You might use this notation to specify that the work was performed in a reverse direction. This field has a list box. Offsets are defined on the Data -> Equipment Units -> Linear Assets -> Setup -> Markers screen.
To marker ID
Designated to marker ID for inspection point. This field has a list box. Required. Marker IDs are defined on the Data -> Equipment Units -> Linear Assets -> Setup -> Markers screen.
To segment ID
Designated from segment ID for inspection point. This field has a list box. Segment IDs are defined on the Data -> Equipment Units -> Linear Assets -> Setup -> Segments screen.
To offset
Designated offset from the To marker ID. You may specify an offset range in either direction. It does not need to follow the same direction as the asset definition. You might use this notation to specify that the work was performed in a reverse direction. This field has a list box. Offsets are defined on the Data -> Equipment Units -> Linear Assets -> Setup -> Markers screen.
Acctg prefix
Accounting prefix. Maximum field length is 10 characters. This field is optional.
Miscellaneous 1, 2, 3, and 4
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.
Posted transactions Fields
Cost posted
The total cost of labor for the transactions in the Posted transactions screen group.
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 two user groups with different values for the maximum number of rows to display, this field displays the higher number of rows allowed between the two user groups.
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 transaction records are retrieved, to a maximum of 200 rows. 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.
Posted transactions Screen Group Data Table
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 associated with the task ID for the work accomplished. It provides more detail about the work performed in relation to the task.
Date
Date that the commercial work was charged.
Vendor ID
Identifier of the active, commercial vendor that performed the work.
Currency ID
Identifier of the currency used by the vendor.
Vendor contract ID
Identifier of the open vendor contract under which the work was ordered.
Reversal
If this field has a check, the charges posted for this entry were reversed from the work order.
Labor cost
Base cost of labor provided by the vendor.
Labor cost taxable
If this field has a check, the labor cost is subject to an appropriate sales tax that was added to the Labor cost field.
Sales tax rate
If there is a check in the Labor cost taxable and/or the Parts cost taxable fields, this field displays the sales tax rate for commercial labor and parts.
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.
Parts cost
Cost of parts provided by the vendor.
If this field has a check, the parts cost is subject to an appropriate sales tax that was added to the Parts cost field.
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, a check displays in this field automatically, but you can remove it.
Sales tax rate
If there is a check in the Labor cost taxable and/or the Parts cost taxable fields, this field displays the sales tax rate for commercial labor and parts.
Miscellaneous cost
Other costs that cannot be categorized as either labor or parts. This field is optional.
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: 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: 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
Identifier of the vendors work order.
Invoice date
The vendor invoice date in MM/DD/YYYY format.
Account ID
Identifier of the general accounting systems account to charge for the vendor's labor or parts.
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. .
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
Comments regarding the work order.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 asset (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 for repair.
Position ID
Identifier of the part's position.
Service request ID
Identifier of the service request.
From marker ID
Designated from marker ID for the inspection point.
From segment ID
Designated from segment ID for the inspection point.
From offset
Designated offset from the From marker ID.
To marker ID
Designated to marker ID for inspection point.
To segment ID
Designated from segment ID for inspection point.
To offset
Designated offset from the To marker ID.
Acctg prefix
Text field for additional accounting information.
Miscellaneous 1, 2, 3, and 4
Text fields that may be used however you want.
Fiscal year
Designated fiscal year.
Document number
Document number, if any.
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See Also