Line Items |
The Line Items tab for vendor invoices enables you to display, define, and post charges for vendor invoice line items to work orders inserted on the Data -> Call Center -> Call Center screen.
Tip: If there is a check in the Extracted for payment field on the Basic Info tab, you cannot update information on this screen. To update information, enter a new invoice for the work order.
Tip: To limit the display of information in the grid and maximize performance, use the filter. You can sort on vendor ID, invoice number, work order location ID/year/number, and vendor contract ID, among other values.
The fields in the top section of this tab define the data that displays.
Vendor ID
Valid identifier of the vendor who supplies the product and/or service. This field has a choice list of all vendors who have a check in the Vendor provides: Equipment repair and PM (commercial) field on the Functions tab of the Data -> Setup -> Organization Structure -> Vendors -> Primary Information screen to indicate they supply commercial services. The vendor name and telephone number display to the right of the ID.
Note: This value displays in the Vendor ID and Vendor list fields on the Basic Info tab of the Data -> Call Center -> Call Center screen.
Vendor IDs are defined on the Basic Info tab of the Data -> Setup -> Organization Structure -> Vendors -> Primary Information screen.
Invoice number
Number of the vendor’s invoice. The maximum field length is 20 characters.
Data in the bottom section of the tab, presented in a screen group, list the line items for the vendor invoice. Unless otherwise indicated, these fields are required. All work on a single work order must be assigned to and performed by the same vendor.
WO location
Identifier of the location to which the work order is assigned. This field has a choice-list. This field, along with the -year and -number fields, make up the work order ID.
-year
Year the work order was opened. This field, along with the WO location field and the - number field, make up the work order ID.
-number
Number of the work order. This field, along with the WO location and -year fields, make up the work order ID.
Equipment ID
Identifier of the equipment unit assigned to the work order specified in the work order fields. This field is display only.
Equipment IDs are defined on the Data -> Equipment Units -> Fleet Equipment screen.
Estimate status
Status of the work order’s estimate. The Approved checkbox and the Estimated cost/Total field on the Estimate tab of the Data -> Call Center -> Call Center screen determine which value displays in this field:
APPROVED
Approved checkbox has a check
Estimated cost/Total field is 0 or greater
NO ESTIMATE
Approved checkbox is blank
Estimated cost/Total field is 0
NOT APPROVED
Approved checkbox is blank
Estimated cost/Total field is greater than 0
Task ID
Identifier of the task that describes the work. This field has a choice-list 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.
Only one task on a work order may be assigned the task type of PM SERVICE. If the unit requires two or more PM SERVICE tasks, you must open a separate work order for each task.
Note: The limitation of one PM service per work order is necessary for the unit’s PM schedule to be updated correctly.
Task IDs are defined on the Basic Info tab of the Data -> Shop Activity -> Setup -> Tasks -> Primary Information screen.
Reversal
If this field has a check, the charges posted in this entry were reversed from the work order.
Labor cost
Vendor’s charges for labor under the task ID in the Task ID field. Required if the Parts cost field is blank. The total of the amounts in this field and the Parts cost, and Miscellaneous cost fields must equal the amount in the Total amount field on the Basic Info tab.
Parts cost
Vendor’s charges for parts under the task ID in the Task ID field. Required if there is no information in the Labor cost field. The total of the amounts in this field and the Labor cost field must equal the amount in the Total amount field on the Basic Info tab.
Miscellaneous cost
Amount of any other costs included on the invoice for items such as small parts, washing, and minor repair. This field is optional.
Total tax
Total tax included on the invoice for labor, parts, and miscellaneous costs. Refer to sales tax.
Tip: The tax amount per line item defaults based on your entries in the Labor cost and Parts cost fields. You may enter a different tax amount. The sum of all costs and tax amounts on all line items must equal the amount in the Total amount field on the Basic Info tab.
Part ID
This field is populated based on the currently selected location if the "Validate commercial posting Part ID -- Suffix" option is active.
Part suffix
This field is populated based on the currently selected location if the "Validate commercial posting Part ID -- Suffix" option is active.
Quantity
The quantity of the item. This field must be zero or greater.
Unit Price
This field is populated by default when a Part ID, Part suffix, and Quantity are input based on the currently selected location's default part location's unit price. If this information is not available, then this field is defaulted by the Application.
Comments
Text field for information about the line item. This is an optional, free-format area. These comments display at the end of the data in the Comments field on the Comments tab of the Data -> Call Center -> Call Center screen. Maximum field length is 60 characters.
Vendor contract ID
Identifier of the vendor contract for the invoice. 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. This field is optional.
Information about a contract, including the total amount of charges accumulated against it, is displayed on 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.
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 comebacks are checked for while a work order in which a task requiring positional information is closed, 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 based solely on exact task ID is specified on the Options tab of the Data -> Shop Activity -> Setup -> Options screen.
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. This field has a list box. This field is optional.
Work accomplished codes are defined on the Data -> Shop Activity -> Setup -> Work Accomplished Codes screen.