Commercial Work Charges |
The Commercial Work Charges screen enables you to post commercial (outside) labor and parts charges to pending work orders, as billed on vendor invoices.
To view a list of all screens from which you can post charges to work orders, refer to Posting charges to work orders. charges are posted in the same way from each screen.
Commercial work charges are posted under the work order ID and a task code. The vendor must supply you with an invoice or itemized work statement that breaks down the work by categories which you can convert to your organization’s task codes. Some vendors may report their labor and parts charges by categories that correspond to the task codes.
Commercial work charges are added to the total amount of vendor charges. This information is available for reporting purposes. To run reports, go to the Queries/Reports -> Query/Report Generator screen. You can also use 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. Before charges are posted to a work order that requires approval, the approval is confirmed.
Tip: To limit the display of information in the grid and maximize performance, use the filter. You can sort on vendor ID, work order location ID/year/number, vendor invoice, and account ID, among other values. The screen displays up to 200 rows of information. To view more than 200 rows, use the Queries/Reports -> Query/Report Generator screen to create and run a report that includes the information.
The field in the top section of this tab defines the data that displays.
Vendor ID
Identifier of the active commercial vendor performing the work. This field has a list box. The vendor name displays to the right of the ID.
If you enter a value in the Vendor contract ID field, the vendor number in this field must match the vendor number associated with that vendor contract ID.
Active vendors have a check in the Active checkbox on the Basic Info tab of the Data -> Setup -> Organization Structure -> Vendors -> Primary Information screen.
Commercial vendors have a check in the Equipment repair and PM (commercial) checkbox on the Functions tab of the Data -> Setup -> Organization Structure -> Vendors -> Primary Information screen.
The bottom section of the tab records the changes to the service level agreement (SLA) status. Unless otherwise indicated, these fields are required.
The following three fields comprise the work order ID to which to charge the commercial work. If you attempt to post commercial work charges to a work order that has been closed, a message displays. To reopen a closed work order in order to post charges, go to reopening a closed work order.
WO location
Identifier of the shop location to which the work order is assigned. This field has a list box.
-year
Year in which the work order was opened.
-number
Number of the work order. This field has a list box.
Equipment ID
Identifier of the equipment unit to which to post the charges from this vendor. This field is display only.
Task ID
Identifier of the repair task or PM service code which describes the work 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.
Note: You cannot post indirect tasks to a work order.
Tip: The task ID choice list includes a separator (-----ALL TASKS-----), which is followed by a list of the tasks that apply to the equipment unit’s asset category.
When you enter an ID in this field, the current system date automatically displays in the Date field, but you can change it to an earlier date.
The first time you post labor, parts, tools, or outside work charges to a task ID not already listed on the work order, the work order's values automatically display in the Repair reason ID, Work class, and Warranty fields. To change these values, use the Tasks tab of the Data -> Shop Activity -> Work Order Center 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 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 there is no code specified, you can specify it here when you post commercial work charges to the task. It automatically displays on the Tasks tab. Refer to Work accomplished codes - processing.
If the code has a check in the Deferred maintenance field on the Basic Info tab of the Data -> Shop Activity -> Setup -> Work Accomplished Codes screen, when you close the work order, a service request is generated for the equipment unit and the comments are added to 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.
Date
Date that the work order was finished or, if the work order has not yet been completed, the current system date. You can change the date, but you cannot make it later than the work finished date. If you enter a value in the Vendor contract ID field, the date must fall within the period covered by the vendor contract.
Note: If you post labor, parts, or commercial charges to a work order in WORK FINISHED status and the work order was completed prior to the current date, the posting date defaults to the work finished date.
Vendor contract ID
Identifier of the open vendor contract to which this work is charged. 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. The date the work is completed (refer to the Date field) must fall within the period covered by the vendor 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
If this field has a check, the costs posted in this entry are reversed from the work order (to process a credit from a vendor or to correct an error in a previously posted entry).
Labor cost
Vendor’s charges for labor for the task ID in the Task ID field. If the Data -> Purchasing -> Vendor Contracts -> Commercial Work screen specifies a flat rate for labor for the task ID, the cost displays in this field. You can change it. Required if the Parts cost field is blank.
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 field on the Rates and Markups tab of the Data -> Setup -> Organization Structure -> Locations -> Primary Information screen for the work order location ID, the information from the Markup percentage/Labor/Outside field on that tab is included in the labor cost.
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
Number of hours of labor the employee spent on this task, to the nearest hundredth of an hour. You can enter as many labor charges as you like for the same work order, task ID, and employee ID.
Note: If you enter more than the number of hours specified in the Message if posting more than ___ hours in one calendar day for one employee field on the Work Calendar tab of the Data -> Setup -> Organization Structure -> Locations -> Primary Information screen, a warning message appears. To continue processing your entry, click OK. To adjust your entry before processing, click Cancel.
Tip: Labor charges are posted immediately to the employee’s record in the Labor (LAB_MAIN) table, which holds all direct and indirect time charges and is used to monitor employee performance.
For an explanation of how the cost of labor is computed, see Determine labor rates.
Parts cost
Vendor’s charges for parts under the task ID in the Task ID field. If the Data -> Purchasing -> Vendor Contracts -> Commercial Work screen specifies a flat rate for parts for the task ID, the cost displays in this field. You can change it. If the Labor cost field is blank, this field is required.
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.
If there is a check in the Markup percentages/Commercial parts field on the Rates and Markups tab of the Data -> Setup -> Organization Structure -> Locations -> Primary Information screen for the work order location ID, the information from the Markup percentages/Parts/Outside field on that tab is included in the parts cost.
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.
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.
Tax amount
Total tax amount (labor, parts, and miscellaneous).
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)
Total cost
Total of the values in the Labor cost, Parts cost, and Miscellaneous cost fields, including the appropriate taxes. This field is display only.
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 the total cost.
Currency ID
Identifier of the currency used by the vendor. This field is display only.
Vendor invoice
Vendor’s invoice number. The maximum field length is 20 characters. This field is optional.
Vendor work order
Vendor’s reference work-order number. This field is optional.
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.
Account ID
Identifier of the general accounting system’s account to which the equipment unit is assigned for this 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 Account ID field on the Edit Criteria - General tab of the Data -> Setup -> Options screen. For labor, part, and commercial postings, the ID defaults from the task. If the task is not yet on the work order, the ID defaults from the work order. If the repair reason is M (Capital), the ID must be entered manually.
When you assign the account ID, it must have a status of ACTIVE. Account IDs and their statuses are defined on the Basic Info tab of the Data -> Setup -> Organization Structure -> Accounts -> Primary Information screen.
Part ID
Identifier of the part. 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.
Note: If the Validate commercial posting Part ID - Suffix option on the Work Orders - Options (Locations) tab of the Locations Primary Information screen is set, the Part ID - Suffix must be correct and valid as a part ID - suffix
Part suffix
Number associated with the part in the Part ID field, which distinguishes it from other parts with the same part ID. The part suffix must be valid for the value entered in the Part ID field. If you enter a valid cross-reference entry for the part ID/suffix, it is automatically converted to the appropriate part ID/suffix.
Note: If the Validate commercial posting Part ID - Suffix option on the Work Orders - Options (Locations) tab of the Locations Primary Information screen is set, the Part ID - Suffix must be correct and valid as a part ID - suffix
Quantity issued
Number of issue units of the part to charge or return. This field is optional.
If there is a check in the Message when inventory of a STOCKED part drops below its reorder point field on the Messaging tab of the Data -> Parts Items -> Setup -> Options screen, a message displays if issuing this quantity would drop the current stock level below the part’s reorder point.
Fail/cause ID
Identifier of the reason for the part's failure. This field has a list box. This field is optional.
Parts failure/cause codes are defined on the Data -> Shop Activity -> Setup -> Failure/Cause Codes screen.
Part keyword and short description
Short text entry that describes or generally categorizes the part, such as FILTER. If the part was issued from inventory, its description also displays. The maximum field length is 80 characters. This field is optional.
Comments
Text field in which you can enter comments. The maximum field length is 60 characters. This field is optional.
In the following three fields, if the task ID matches a task already listed on the work order, the value defined for the task displays. Otherwise, the value defined for the work order displays. These fields are display only.
Tip: 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 a value, use one of the following tabs on the Data -> Shop Activity -> Work Order Center screen:
To change the value for the task, use the Tasks tab.
To change the value for the work order, use the Basic Info tab.
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
Indicates whether the vendor's task is warranty work.
YES: The commercial work is warranty work.
Note: A commercial warranty claim is created when there are two occurrences of commercial work for the same equipment, repair group, and vendor.
NO: The commercial work is not warranty work.
UNKNOWN: The equipment unit is still in its warranty period (based on time and meter reading), but it is not known whether the labor performed represents warranty work.
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 codes 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 potential comebacks are checked for based solely on exact task ID is 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.
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.