Work Orders - More Info |
The Work Orders - More Info tab enables you to display and define additional information about work orders issued for the location, including how warranty claims are handled.
The field in the top section of this tab defines the data that displays.
Location ID
Identifier of the location currently selected in the grid or that you are defining. This field has a list box. The location name displays to the right of the ID.
Data in the fields in the bottom section of this tab defines the information. Unless otherwise indicated, these fields are required.
Responsible employee ID
Valid identifier of the employee responsible for work orders opened on the Data -> Call Center -> Call Center screen. This field has a list box. The employee name displays to the right of the field.
Prohibit closing call center work orders prior to approval of all invoices for the work order
If this field has a check, there must be a check in the Approved field on the Basic Info tab of the Data -> Call Center -> Vendor Invoices screen for all the work order’s invoices before an authorized employee can place a check in the Date and time closed field on the Basic Info tab of the Data -> Call Center -> Call Center screen.
Automatically create warranty claims when post commercial task under vendor warranty
If this field has a check, a warranty claim is generated automatically when a commercial task is performed by a vendor under warranty. Labor, parts, and miscellaneous costs are automatically posted to the claim. When this option is checked, the system creates a reimbursement claim when a posted commercial task is under a vendor task. Refer to the Vendor Task screen for more information.
Note: When commercial work is posted to a vendor/repair group combination, the warranty period information is recorded. If additional commercial work is posted to the same repair group within the warranty period, the equipment unit is automatically flagged as failed under warranty and a warranty claim is generated.
Automatically create equipment warranty claims when closing work order including warranty work
If this field has a check, when you place a check in the Date and time closed field on the Basic Info tab of the Data -> Shop Activity -> Work Order Center or Work Order - Short Form screens to close a work order, a warranty claim is inserted on the Data -> Warranty -> Reimbursement Claims screen if either of the following conditions exist:
The Warranty work field on the Basic Info tab has a value of YES
The Warranty work field on the Tasks tab of the Data -> Shop Activity -> Work Order Center screen has a value of YES for any task
A claim status of PENDING is assigned on the Claim Data tab of the Reimbursement Claims screen.
If the Warranty work field on the Basic Info tab has a value of YES and there is more than one task on the Labor tab, in order for a task ID (or IDs) to be inserted on the claim (or claims), you must use the Tasks tab to specify YES for Warranty work on at least one task. Because of this requirement, you cannot use the Data -> Shop Activity -> Work Order - Short Form screen (which does not have a Tasks tab) to close such work orders.
Allow warranty set to YES when warranty is not in effect
If this field has a check and an equipment unit or component is not under warranty, you can specify YES in the Warranty work field on the Tasks tab of the Data -> Shop Activity -> Work Order Center screen, the Basic Info tab of that screen, or the Data -> Shop Activity -> Work Order – Short Form screen.
Automatically mark all tasks as under warranty when work order warranty is YES
If this field has a check, all repair tasks (and certain PM/inspection services) on a work order with a warranty status of YES are covered under warranty and should be passed to the warranty claim that is auto-created.
Warranty claim amounts update automatically when you reopen a work order, post additional information or reversals, and re-close it. If you reverse all costs and hours for a task ID on a warranty work order, the task is removed from the generated warranty claim.
Automatically mark work order warranty as NO when all tasks marked as never under warranty
If this field has a check and all tasks on the work order are flagged as never under warranty, the warranty status is automatically set to NO.
Default setting for warranty when warranty is in effect
Value that displays in the Warranty work fields on the Basic Info tab of the Data -> Shop Activity -> Work Order Center screen and the Work Order - Short Form screen if either the equipment or a component (based on the tasks on the work order) is determined to be under warranty. This field has a list box:
UNKNOWN: The equipment unit or component is still in its warranty period (based on time and meter reading). If your organization performs a lot of potential non-warranty work on equipment that is still covered by warranty, the recommendation is to set the default to UNKNOWN. This field can be updated any time before the work order is closed. A work order cannot be closed if any of its Warranty work fields specify UNKNOWN.
YES: The work to be performed on the work order is assumed to be warranty work. Use this value if you use the Work Order - Short Form screen frequently (you cannot change the warranty values for tasks on that screen).
Tip: If your organization submits as much work as possible for warranty claims and the data is reviewed before submission to the vendor, the recommendation is to set the default to YES.
NO: The task is never considered under warranty. A body or paint shop, for example, normally does not perform warranty work. If a non-warranty shop does perform warranty work, the user can manually change the warranty setting on the work order to YES.
Warning message when pending part requests for work orders on
Indicates whether a warning message displays when parts are pending for a work order. Defaults to CLOSE. To display the warning when a work order is finished, set the option to FINISH. To never receive warning messages about pending part requests, set the option to NEVER.
If managing BY ENTERPRISE, indicates whether a warning message displays if a work order has a PENDING or OPEN line item at any stage in the purchasing process.
The warning message when parts are pending applies to all work order-related screens, including Work Order Center, Work Order--Short Form, Linear Work Order, Work Order Closing, and Work Order Completion. The warning message for Enterprise Purchasing-related items applies to the Requisitions, Purchase Orders, Requests for Bid/Quote/Proposal, and Responses to RFB/Q/P screens.
This field has a choice list:
CLOSE (default): Receive warning when attempt to close work order. You may cancel the transaction or you may bypass the warning and process the transaction anyway.
FINISH: Receive warning when attempt to finish work order. You may cancel the transaction or you may bypass the warning and process the transaction anyway.
NEVER: Never receive warning messages about pending or open part requests.
Note: The warning functionality related to the work order screens defaults to CLOSE. If you do not rely exclusively on part requests to fulfill the need for parts, it may not matter whether a work order is finished or closed with outstanding part requests.
Prohibit finish/close of work order instead of present a warning
Check this box to not allow a user to finish or close a work order when there are pending parts requests or commercial requests for the work order.
Warning message when pending commercial requests for work orders on
Indicates whether a warning message displays when commercial requests are pending for a work order. Defaults to CLOSE to maintain the warning functionality in effect in versions prior to 6.1. To display the warning when a work order is finished, set the option to FINISH. To never receive warning messages about pending part requests, set the option to NEVER.
If managing BY ENTERPRISE, indicates whether a warning message displays if a work order has a PENDING or OPEN line item at any stage in the purchasing process.
The warning message when commercial requests are pending applies to all work order-related screens, including Work Order Center, Work Order--Short Form, Linear Work Order, Work Order Closing, and Work Order Completion. The warning message for Enterprise Purchasing-related items applies to the Requisitions, Purchase Orders, Requests for Bid/Quote/Proposal, and Responses to RFB/Q/P screens.
This field has a choice list:
CLOSE (default): Receive warning when attempt to close work order. You may cancel the transaction or you may bypass the warning and process the transaction anyway.
FINISH: Receive warning when attempt to finish work order. You may cancel the transaction or you may bypass the warning and process the transaction anyway.
NEVER: Never receive warning messages about pending or open part requests.
Prohibit finish/close of work order instead of present a warning
Check this box to not allow a user to finish or close a work order when there are pending parts requests or commercial requests for the work order.
Require final data entry on issues of serialized or positional parts
The stage in the process at which a serial number is required when issuing serialized or positional parts. Enables you to issue serialized parts if the serial number is not yet known. Useful for interfaces with systems that do not track serial numbers. This field has a choice list:
POST: All fields required to finalize a part issue must be completed prior posting. If issuing a serialized part, a removed serial number is required unless using an INSTALL ONLY work accomplished code.
FINISH: Serial number, position, or both may be specified later in the process. If this option is chosen, use the Data -> Shop Activity -> Part Issue Finalization screen to enter the missing information. The work order cannot be finished until you enter the serial number and/or position information.
CLOSE: Serial number, position, or both may be specified later in the process. If this option is chosen, use the Data -> Shop Activity -> Part Issue Finalization screen to enter the missing information. The work order cannot be closed until you enter the serial number and/or position information.
Note: When a serialized part is issued to an asset, the application validates that the serial number being replaced is covered under warranty before creating a warranty claim. If the serial number of the removed part is not required until work order finish or close, the warranty claim creation process is delayed until finish or close. Warranty coverage is tracked at the serialized part level, not the part ID level (when issued to a work order).
Require completed entry on test results associated to work order on
The stage in the process at which a completed test result is required when associated with a work order. This field has a choice list:
CLOSE: All associated test results must be completed before closing a work order.
FINISH: All associated test results must be completed before finished a work order.
Require entry of 3C Summary data for warrantable work orders on
The stage in the process at which 3C (complaint, cause, correction) summary data is required on a warrantable work order. This field has a choice list:
NEVER: 3C information is not required when a work order is either closed or finished.
CLOSE: 3C information is required when a work order is either closed or finished.
FINISH: 3C information is required when a work order is finished.
Require confirmation of task with no parts on work order
The stage in the process at which a task that has no parts on the work order must be confirmed. This field has a choice list:
NEVER: Confirmation is not required when a work order is either closed or finished.
FINISH: Confirmation is required when a work order is finished.
CLOSE: Confirmation is required when a work order is either closed or finished.
Require confirmation of removed cores from work orders into inventory
The stage in the process at which core parts removed from the work order and placed in inventory must be confirmed. This field has a choice list:
NEVER: Confirmation is not required when a work order is either closed or finished.
FINISH: Confirmation is required when a work order is finished.
CLOSE: Confirmation is required when a work order is either closed or finished.
Note: You may not select FINISH or CLOSE if the Default core claim status field on the Data -> Warranty -> Setup -> Options screen is blank (no value is listed) or the Enable part status tracking field on the Part Status Tracking tab of the Data -> Parts Items -> Setup -> Options screen is blank (part status tracking in not enabled).
Require PM checklist items completed before work order finish
This field has a choice list:
NEVER: PM Checklist items will never be required to be completed prior to finishing a work order.
ALWAYS: PM Checklist items will always be required to be completed prior to finishing a work order.
WARNING: A warning message will appear when finishing a work order that prompts the user that there are incomplete PM checklist items.
PM checklist item signoff requires the employee has the appropriate skill
This checkbox restricts sign-offs on tasks to be completed only by employees with the required skill. The Skill Type of a PM task is specified on the Class/Task record for the PM service.
Work order print format
Format to use when printing work orders. This field has a list box. To see a sample of the format, click the applicable work order type.
FORMAT 1
FORMAT 2
FORMAT 3
Abbreviated format that prints on one page with limited assigned tasks.
Preventive Maintenance (PM) work order (The abbreviated form of this work order lists PM services and checklist items.)
Repair work order (The abbreviated form of this work order indicates whether the order includes tasks but does not list tasks.)
FORMAT 4
Commercial charges - limit dollar amounts
Indicates the action to take if predefined commercial spending limits are reached. This field has a choice list:
NONE: Can post or reverse any commercial amount
WARNING: After the warning message displays, the transaction may be reprocessed using the existing amounts
RESTRICTED: The transaction may not be processed using the existing amounts
Note: The options regarding commercial charge limits apply to the Work Order Center and Commercial Work Charges screens.
Labor cost
Maximum dollar amount that can be entered for labor costs. Optional, but must be a positive value if entered.
Parts cost
Maximum dollar amount that can be entered for commercial costs. Optional, but must be a positive value if entered.
Misc cost
Maximum dollar amount that can be entered for miscellaneous costs. Optional, but must be a positive value if entered.
Total cost
Maximum dollar amount that can be entered for all costs, combined. Total cost = final base labor cost + parts cost + miscellaneous costs. The application validates the total cost before markups. Optional, but must be a positive value if entered.