Open/Update/Close Work Order - Header

Program/Screen: WOCRTT/WOCRTT20

Description:

Use this screen to enter or update the header information for the work order or work order quote such as the description of the work needed, the labor code, the head mechanic, and the estimated close date.

 

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Navigation

This is the header screen for the work order programs.  Access the screen by entering an equipment number or a bulk category/class ID or a serial number on the Open/Update/Close Work Order - Launch screen when creating a work order or quote.  Enter the required header information for the work order and press Enter to advance to the next screen in the program.  If the work order is for bulk equipment, enter the quantity of bulk items being serviced.  If you are updating the work order, enter the quantity that has been serviced and is available (A); the quantity that is still down short term (N); and any quantity that requires additional service and will be down long term (D).

 

Press F8 to review or modify maintenance steps for the work order or quote, and press F9 and F10 respectively to add parts and labor.

 

Unique Open/Update/Close Work Order Screens

Open/Update/Close Work Order - Launch

Equipment Information Entry

Quote to Order

Clone Work Order

Open/Update/Close Work Order - Header

Additional Information

Labor Description

Labor Detail

Maintenance Steps

Parts

Parts Detail

Work Order Review

 

Additional Program Screens

Equipment Status Change

Sales Rep Commission Split

Equipment Maintenance Steps

Cash Shipment

 

Fields

Available Credit

If this work order or quote is for a customer, this field displays the amount of credit currently available to the customer.  When the customer is over their credit limit, this amount displays as a negative number.

 

If this is an internal work order, this field is not displayed.

 

Work Order Number

Displays the number the system assigned to the work order.  When you are creating a new work order, this field is blank until you have completed all fields.

 

Tag Number

If the work order is for bulk equipment, enter the number on the tag attached to the bulk items.

 

Equipment Number

Displays the number and description of the piece of equipment on the work order.  If this is a work order for bulk equipment, this fields displays the category/class bulk item number and description.

 

Equipment Make

Displays the manufacturer of the equipment.

 

Model

Displays the manufacturer's model of the equipment.

 

Serial Number

Displays the equipment's serial number.

 

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Original Quantity

If the work order is for bulk equipment, enter the quantity being serviced.

 

A Quantity

If the work order is for bulk equipment, and you are updating the work order, enter the quantity of bulk items that have been serviced and are now available.  When creating the work order, the quantity entered in the Original Quantity fields matches this field until the work order is saved.  The quantity then moves to the N Quantity status.

 

N Quantity

If the work order is for bulk equipment, and you are updating the work order, enter the quantity that is remaining in Down-Short Term status.  When creating the work order, the quantity entered in the Original Quantity field moves to this status when the work order is saved.

 

D Quantity

If the work order is for bulk equipment, and you are updating the work order, enter the quantity that is moving from Down-Short Term status to Down-Long Term status.  When creating the work order, the quantity in this field remains zero or blank.

 

Major Repair

If the work order is for a single piece of equipment, indicate whether the work order is a major repair for the equipment.  Valid codes are:

 

Current Status

Displays the current status of the equipment.  Valid codes are:

 

Work Order Description

Enter a brief high-level description of the work order or quote.  You can enter text to default here in control record WOCRT1 for work orders that are entered manually.  If the work order is created automatically, the text comes from control record OPENWO.

 

Description of Problem

Enter a brief high-level description of the problem with the equipment.  Use F18 (Shift + F6) to enter a longer labor description.

 

Labor Code

Enter the code that represents the type of work to be performed on the equipment.  If you do not know the code, press F4 to search for it.  Additional labor codes can be entered on the Labor Detail screen.

 

Labor codes are set up in Labor Code Maintenance, and you can set a default labor code in control record WOCRT1.

 

Quoted Labor

If the work order is for a customer, and you have quoted a labor amount, enter it here.  The customer is billed only this amount for labor regardless of information entered on the Labor Detail screen.

 

Bill to Type

Enter the code that indicates how the work order is to be billed.  Depending on the entry in this field, additional fields might appear.  Valid codes are:

 

Drivers License

If the Bill to Type is $, enter the state and number of the cash customer's driver's license.

 

Currency

Displays the currency in which the work order is being transacted.

 

Location

If this is an internal work order, enter or accept the location where the work order is being serviced.

 

Department

If this is an internal work order, enter the code for the department handling the service.  The department entered determines the valid expense codes for the work order.  If you do not know the code, press F4 to search for it.

 

Expense Code

If this is an internal work order, enter the inter-company expense code that contains the G/L expense account number to affect with transactions from this work order.  If you do not know the code, press F4 to search for it.

 

If there is a valid general ledger account in the Repair Expense field for the revenue distribution record for the equipment's category/class, that account is debited for any work order expenses.  If that field is blank, the account debited comes from the expense code record.

 

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Customer Number

If applicable, enter or accept the number of the customer associated with this work order.

 

Job Number

If applicable, enter the number of the customer job associated with the equipment on this work order.

 

Purchase Order Number

If applicable, enter or accept the customer's purchase order number associated with this work order.  If the customer's master record is set to require purchase orders, this field is mandatory.

 

Representative

Enter or accept the number of the sales representative associated with this work order.  The number defaults from the customer or the customer job, but it can be changed.  You must enter a sales representative number if you want to use F2 to split commission percentages.

 

Job Location

If applicable, enter or accept the location of the job site where the equipment is located.

 

Commission Percentage

Enter the percentage of commission the sales representative should earn for this work order.

 

Authorized By

Enter or accept the name of the person who authorized the work order.  This might be someone at the customer location or an internal service manager.

 

Phone Number

Enter the phone number of the person who authorized the work order.  Press F11 to toggle this field for international phone number entry.

 

Service Call

Indicate whether the work order requires a customer onsite service call.  If you set this to Y, the Truck Dispatch Entry program might be called when you finish entering the work order, based on the setting in control record WOCRT8.  A Y in this field might also change the tax district for this work order based on the location of the customer.

 

Repair Ticket

If applicable, enter the number assigned to a repair ticket associated with this work order.

 

Head Mechanic

Enter the number of the primary mechanic for this work order.  If you do not know the number, press F4 to search for it.

 

Claim Type

Enter or accept the code that represents the type of warranty claim associated with this work order.  Valid codes are:

 

Claim Number

If there is a warranty claim associated with this work order, enter the number of the claim.

 

Claim Date

If there is a warranty claim associated with this work order, enter the date of the claim.

 

Estimated Close Date

Enter or accept the date that you estimate the work order will close.

 

Date Opened

Enter or accept the date that the work order was opened.

 

Date Closed

Enter or accept the date that the work order was closed.

 

Created

Displays the date that the work order was originally created.

 

Taxes

Indicate whether to charge the customer tax on this work order.  Enter Y to charge tax.  If the customer is tax exempt, press F4 to search for and select a tax exempt reason code.

 

For internal work orders, you can set the Override tax on internal setting to N on control record WOCRT7 to automatically populate this field with O (not billable - reason Other).

 

Tax District

Enter or accept the tax district code for the transaction.

 

Resale Number

If the customer on the work order is tax exempt, enter or accept their resale number.

 

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Function Keys

Function Key

Description

F1

Help.  Place your cursor in a field and press F1 to access online help for that field.  Place your cursor outside of any field, and press F1 to access online help at the program level.

F2

Rep Split.  After entering a primary sales representative on the work order, open the Sales Rep Commission Split popup window to enter split commission percentages.

F3

Exit.  Exit the page or program.

F4

Search.  Place your cursor in a searchable field and press F4 to access a lookup window or more advanced search screen.

F7

Step Entry.  Advance to the Equipment Maintenance Steps program.

F8

Steps.  Advance to the Open Work Order - Maintenance Steps screen.

F9

Parts.  Advance to the Open Work Order - Parts screen.

F10

Labor.  Advance to the Open Work Order - Labor Detail screen.

F11

Toggle Phone Number.  For future use.

F12

Cancel/Previous.  Exit the program or move back a screen.

F13 (Shift + F1)

Equipment Status.  Advance to the Equipment Status Change program.

F14 (Shift + F2)

Claim.  Open the Claim popup window where you enter the warranty claim number, date, expected claim amount, and whether the claim has been paid.

F15 (Shift + F3)

Cash Shipment.  If the Bill to Type is $, and Service Call is set to Y, advance to the Cash Shipment screen to enter shipment information for a cash customer.

F16 (Shift + F4)

Contract Number/Ticket Number.  For future use.

F17 (Shift + F5)

Additional Information.  Open the Open Work Order - Additional Information popup window to enter additional customer information.

F18 (Shift + F6)

Labor Description.  Advance to the Open Work Order - Labor Description screen.

F19 (Shift + F7)

Print SMF.  Print a Scheduled Maintenance Form for the entered equipment.

 

Set control record PRTSMF to have the system automatically print a SMF when a return is completed, when a contract is cycle billed, when an exchange is processed, or when a pickup ticket is created for equipment having maintenance steps associated with it.

F20 (Shift + F8)

Tax Override.  For future use.

F23 (Shift + F11)

Delete.  Press F23 twice to delete the work order.

F24 (Shift + F12)

More.  Display more available function keys for the program.

 

Related Programs

Claim Maintenance

 

Special Topics

Equipment Maintenance Application white paper

Work Orders for Bulk Items quick guide

 

 

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