Basic Info

General Basic Info Tab Information

The Basic Info tab enables you to define basic information about work orders for linear assets. You can enter any work performed on a linear asset on the Linear Work Order screens (you can define linear assets by ranges of markers, segments, and offsets). Work is generally performed either at a specific point (defined by a marker, segment, and offset) or across a section of the asset (defined by a range of markers, segments, and offsets).

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 this tab).
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 define the data that displays. Unless otherwise indicated, these fields are required.

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:

Identifier of the shop location to which the work order is assigned. This field has a list box. 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.
Calendar year of the opening of the work order.
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 let one be assigned automatically. To specify that the work order ID be assigned automatically, type the location ID where the work order will be filled. The current year field will populate automatically and the next sequential number available at the shop will be assigned. To change this number, type another number over it.

Equipment ID

Identifier of the linear asset. Display-only from the Equipment ID field in the bottom section of the tab. If you change the value in that field, the work order’s defect associated with the former equipment ID is unassigned, all costs posted to the work order from the former equipment ID are transferred to the new equipment ID, and the new ID displays in this field.

Job status

Job status of the work order. This field is display only. The statuses are as follows:

Note: A job status of either WORK FINISHED or OPEN is required to generate parts requests from the Data -> Parts Activity -> Requests screen.

OPEN: The work on the work order has not yet been completed.

Note: A status of either OPEN or WORK FINISHED is required to post labor, parts, or commercial charges.

WORK FINISHED: Shop personnel have completed the work and placed a check in the Date and time finished field. To update the equipment ID's preventive maintenance (PM) schedule to reflect the work, regardless of whether there are charges recorded on the Labor or Commercial tabs, place a check in the Update PM schedule field on the Tasks tab. If there are charges recorded on one or both 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: If a linear asset has an operating restriction in effect and the logged-in user is not a qualified person, the user may not mark the work order as WORK FINISHED. The operating restriction must be cleared before finishing the work order.

If the logged-in user is a qualified person, the user may mark the work order as WORK FINISHED, and the operating restriction will be automatically marked as cleared by that user.

An operating restriction is in effect if an open service request has data entered on the Operating Restriction tab of the Data -> Equipment Activity -> Service Requests/Defects screen and the Operating restriction cleared field on that tab is blank.

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. For details of processes performed when you close a work order, refer to the Help for that field.

Tip: If a linear asset has an operating restriction in effect and the logged-in user is not a qualified person, the user may not mark the work order as CLOSED. The operating restriction must be cleared before closing the work order.

If the logged-in user is a qualified person, the user may mark the work order as CLOSED, and the operating restriction will be automatically marked as cleared by that user.

An operating restriction in effect if an open service request has data entered on the Operating Restriction tab of the Data -> Equipment Activity -> Service Requests/Defects screen and the Operating restriction cleared field on that tab is blank.

PENDING: Shop personnel are waiting for the linear asset to arrive at the shop. This status automatically displays when you process information on this screen with a date and time in that is greater than the current system date and time.

Note for optional Bar Code module: The value for work orders opened with hand-held devices is specified in the Job status to assign work orders opened with hand-held devices field on the Functions tab on the Data -> Setup -> Organization Structure -> Locations -> Primary Information screen.

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 the basic information about the work order. Unless otherwise indicated, the fields are required.

Job type

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

REPAIR: The Tasks tab 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. The Tasks tab displays 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.

Note: 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.

Equipment ID

Identifier of the linear asset to which the work order applies. This field has a zoom button (to the Basic Info tab of the Data -> Equipment Units -> Linear Assets -> Primary Information screen, where linear asset IDs are defined) and a list box of linear asset IDs defined on that screen (unless there is a check in the Exclude from inventory lists field on the Authorization tab of that screen). The asset's description displays beneath the ID.

You cannot change this ID if the job type is PM.

If a linear asset has a PM program type of NONE (assigned on the Basic Info tab of the Data -> Equipment Unit s -> Linear Assets -> Primary Information screen), you cannot assign it to a PM work order that is open for a PM service (see the Task type field on the Basic Info tab of the Data -> Shop Activity -> Setup -> Tasks -> Primary Information screen). You can, however, charge PM work to the linear asset 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.

From marker/segment

The marker and segment ID at which the asset originates. This field has a list box of marker and segment IDs that are associated with the asset and are within the from/to range. This field is required.

The From segment ID field choice-lists only display the IDs allowed for the line's Equipment ID, and then by segments available for the selected marker ID, if one has been selected.

Offset

Offset from segment start. You may enter a negative number if needed. You may specify an offset range in either direction. It does not need to follow the same direction as the asset definition. If an offset is not specified, the field auto-populates with zero.

Note: If you stop a work transfer delay to create a new work order in a different location for the same linear asset, the offset on the new work order reflects the asset's current offset rather than the original work order's offset.

To marker/segment

The marker and segment ID at which the asset terminates. This field has a list box of marker and segment IDs that are associated with the asset and are within the from/to range.

The To segment ID field choice-lists only display the IDs allowed for the line's Equipment ID, and then by segments available for the selected marker ID, if one has been selected.

Offset

Offset from segment end. You may enter a negative number if needed. You may specify an offset range in either direction. It does not need to follow the same direction as the asset definition. If an offset is not specified, the field auto-populates with zero.

Note: If you stop a work transfer delay to create a new work order in a different location for the same linear asset, the offset on the new work order reflects the asset's current offset rather than the original work order's offset.

Account ID

Identifier of the general accounting system account to charge for the labor. auto-populates from the Accounts tab on the Data -> Equipment Units -> Linear Assets -> Primary Information screen. This field has a list box. The account ID description displays to the right of the ID.

Account IDs are defined on the Data -> Setup -> Organization Structure -> Accounts -> Primary Information screen. 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.

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.

Priority ID

Identifier of the work order's priority. The default value for new work orders is based on the default specified for the asset. This field has a list box that includes priority IDs with a priority category of INTERNAL SHOP PRIORITY assigned on the Data -> Shop Activity -> Setup -> Priority Codes screen. The priority description displays to the right of the ID.

If there is a check in the Set default work order priority to equipment priority field on the Options tab of the Data -> Shop Activity -> Setup -> Options screen, this field displays the linear asset's priority ID when you open a work order from this screen. If it appears, you can change it. The default priority ID for unit on work orders is defined on the Codes tab of the Data -> Equipment Units -> Fleet Equipment screen.

Employee ID

Identifier of the employee 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 in the application. The employee 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 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 do specify a vendor ID, it is used as the default vendor ID on the Commercial tab of this screen and the Data -> Shop Activity -> Work Order - Short Form 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.

Repair reason ID

Identifier of the reason for the repair. This field is required if the Job type field specifies REPAIR. In Insert mode, this field displays the value in 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.
The values in the following two fields are assigned to all tasks on the work order unless you define a different value for the task.

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. This field has a list box.

To change this value, you must be assigned to a user rights group that has a check in the Override work order work class field on the Special Rights tab of the System Mgmt -> Setup -> Access Rights -> User Groups screen. To change the value for specific tasks, use this tab. To change the value assigned to the work order, use the Basic Info tab. To change the value for specific tasks, go to the Tasks tab.
Work classes are defined on the Data -> Shop Activity -> Setup -> Work Classes screen.

Warranty work

Specifies whether the work on the work order is covered by the linear asset's warranty. If a warranty is in effect, the default for this field is the location's value (determined by the first part of the work order ID) 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. This field has a list box.

YES: The work is covered by the linear asset’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 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 a linear asset that is not under warranty unless the work order’s 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 linear asset's warranty.

This value displays automatically for PM orders opened from the Data -> Equipment Management -> Equipment Due for Service/Inspection screens (by Location or by Equipment).
UNKNOWN: The linear asset is still in its warranty period (based on time), but you are unable to determine whether the warranty applies to the work. When you insert a work order, you should determine (as best you can at that time) whether the work to be performed represents warranty work. If you are unable to determine this when you insert 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. See the Date and time closed field.

Warranty periods for linear assets are specified on the Warranty tab of the Data -> Equipment Units -> Fleet Equipment screen.

Service status

Service status of the linear asset. This field has a list box of active statuses that support all asset categories. 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 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.

Service statuses are defined on the Data -> Shop Activity -> Setup -> Service Statuses screen.

Number of test results

Display-only indicator of the number of test results. If there are no test results, 0 displays in this field.

View test results and New test results

To view existing test results, click the View test results button. To insert new test results, click the New test results button. In either case, the Basic Info tab of the Data -> Equipment Activity -> Testing -> Test Results screen will appear. If you click the New test results button, the screen fields populate automatically with the equipment ID and other information from the work order.

PM service

Code for the PM service or inspection to be performed. This field has a list box. This field is required if the Job type field specifies PM. If the Job type field specifies REPAIR, this field must be blank.

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. PM tasks that are part of the service do not appear on the Tasks tab because no labor or parts are posted to them. Service charges do include the cumulative labor spent on all the tasks. They appear on hard copies of work orders.

On new orders with a job type of PM, when you type an ID in the Equipment ID field, this field displays the next PM service or inspection due on the unit (whichever is due first), but you can change it.

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

The scheduled date and time for the next preventive maintenance service. In Insert mode, this field displays the next PM service due for the asset and its due date. You can change this if the insert is for a PM work order that is not for the next scheduled PM service for the linear asset. Required on PM work orders only. The PM schedule is updated 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.

Date and time out of service

Date and time the linear asset went out of service. Required unless the status is PENDING. If provided, must be earlier than or equal to the current date and time. If the Date and time assigned field is backdated to an earlier time, this field defaults to that value.

Date and time assigned

Date and time the work order was assigned. In Insert mode, this field displays the current date and time, but you can change them. If you specify a date and time later than the current system date and time, the Job status field is set to PENDING. If you backdate the date and time assigned to an earlier time, the Date and time out of service field defaults to that value.

Date and time due

Date and time the customer was promised that the asset would be ready for return to service. When you set up a new work order, this date and time are computed based on the Date and time in field and the response time unit defined for the priority ID assigned to the work order (see the Data -> Shop Activity -> Setup -> Priority Codes screen); you can change them.

If the work order is for a multi-unit project, this field displays the completion date information from the Basic Info tab of the Data -> Equipment Activity -> Multi-Unit Projects screen.

Date and time opened

A check in this field opens the work order. This field is optional. The date and time, which are display only, fill in automatically. The date and time are automatically updated when you re-open a work order.

Note: If there is information in the Printer name field on the Output Control tab when you open a work order, a hard copy prints automatically for use in the shop. You can print work orders in one of the formats provided with the application (see the Work Orders - More Info tab of the Data -> Setup -> Organization Structure -> Locations -> Primary Information screen). For a list of information that appears on the hard copy of the work order, see hard copies of work orders.
When you insert (open) a work order, a message displays on the Messages tab if the linear asset is assigned to a service level agreement (SLA) equipment category (on the Classes tab of the Data -> Equipment Units -> Fleet Equipment screen) and either of the following conditions exist:

The asset status is IN SERVICE (displayed in the Equipment status field on the Status tab of Data -> Equipment Units -> Fleet Equipment screen) and opening the work order (changing the asset status to IN SHOP) would drop the department’s availability of linear assets assigned to the unit’s SLA equipment category below what is required during a future requirement period.
There is already an insufficient SLA availability during any future requirement periods.

SLA availability requirements are defined on the Data -> Equipment Management -> Service Level Agreements -> Primary Information screen.
If there are charges recorded on the Labor, Parts, or Commercial tab (or tabs) when you process a work order with checks in both or either of the following fields, the PM schedules are updated automatically. (To update the schedule regardless of whether there are charges recorded, place a check in the Update PM schedule field on the Tasks tab.)

Shop downtime begin

If this field has a check, shop downtime has started accumulating. The date and time are filled in automatically, but you can change them. Must be the current system date and time or earlier. The date and time are recorded in the JOB_DOWNTIME table, which you can view in a report.

Note: If applicable, downtime starts automatically when the work order's status changes from PENDING to OPEN.

Shop downtime end

If this field has a check, shop downtime has stopped accumulating. When a work order's status changes to WORK FINISHED, the date and time fills in automatically, but you can change them. Must be the current system date and time or earlier.

The total number of shop downtime hours are automatically added to the Current and New/Downtime including user caused field on the Hours tab of the Data -> Equipment Units -> Historical Costs screen. The date and time are also recorded in the JOB_DOWNTIME table, which you can view in a report.

User downtime begin

If this field has a check, user downtime has started accumulating. The date and time are filled in automatically, but you can change them. Must be the current system date and time or earlier.

User downtime end

If this field has a check, user downtime has stopped accumulating. When you close a work order, the date and time display automatically, but you can change them. Must be the current system date and time or earlier.

Tip: If there is a check in the Default user downtime to stopped when work order is finished field on the Work Orders - Defaults tab of the Data -> Setup -> Organization Structure -> Locations -> Primary Information screen, user downtime stops automatically when the work order status changes to WORK FINISHED.

The total number of user downtime hours are automatically added to the Current and New/Downtime including user caused field on the Hours tab of the Data -> Equipment Units -> Historical Costs screen.

Date and time finished

If this field has a check, work on the unit is completed. When you process a work order with a check in this field, the value in the Job status field changes to WORK FINISHED, and the current date and time displays in this field. You can change the date and time, but it must be the current system date and time or earlier.

Date and time closed

If this field has a check, the work order is closed.

You cannot process a check in this field if the Warranty work field specifies UNKNOWN or the Warranty work field on the Tasks tab specifies UNKNOWN for any task (due to the posting of charges to tasks that the Data -> Equipment Units -> Additional Data screen associates with component warranties defined for the linear asset).

See also Requirements to close a linear work order and Reopening a closed linear work order.
For more detailed information, refer to Actions performed when you close a linear work order.

Date and time in service

Date and time the asset was returned to service. It must be the current system date and time or earlier.

You can change a work order’s 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 stops and the status of the work order changes 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.

Estimated cost

Estimated cost of the repair. This field is optional.

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, and you can post charges to or close this work order. The date and time (in MM/DD/YYYY HH:MM format) of the approval displays beneath the field.

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

General Basic Info Tab Information

Detail View Header

Detail View

See Also