Division Work Order Parameters

The tunable divisional Work Order Parameters can be accessed from the window in the Division Parameters.
These parameters impact Work Orders and Work Order Estimates according to division definitions and defaults, including:

Work Order Parameters

PROMPT TO UPDATE REQUIREMENTS

This parameter controls whether the operator is prompted to update the rental availability status of equipment being serviced when the W.O. is created.

• Check this box to prompt the operator whether to update availability requirements during the entry of a W.O. or when an Estimate is converted to a W.O.
  The default response defined in Update Requirements Default can then be over-typed in the W.O. if required.

• Uncheck this box to prevent prompting for availability when converting an Estimate or creating a W.O.
  Availability of any rental products being repaired on a W.O. is then determined by the Update Requirements Default value as entered in the following parameter.

UPDATE REQUIREMENTS DEFAULT

• Check this box to change the requirement status of any rental products being repaired on a W.O. to be NOT available for rental until the W.O. is completed and closed.

• Uncheck this box to cause the requirements status NOT to be updated so the product then remains available for rental during the service period.

This Update Requirements Default status becomes the default and can only be over-typed when the W.O. is created, if the Prompt To Update Requirements in the Work Order setting is active.

Note: The Release Work Order Requirement utility can be used to later remove the requirement restriction caused by a specific W.O. if required.

PROMPT FOR PRODUCT STATUS CODE

• Check this box to prompt the operator whether to update the product status code when a W.O. is created for any non-bulk rental equipment in Work Orders.
  The operator is prompted again when service on the non-bulk rental equipment is completed and the W.O. is closed in Close Internal Work Orders.
  For more details on the product status code processing, refer to Product Status Codes Menu.

• Uncheck this box if the operator should not be prompted to change the product status code for non-bulk rental equipment being serviced on a Work Order.
  The product status code can still be updated manually in Update Product Status Code.

ALLOW SERVICE RECOMMENDATION

Service instruction notes for specific non-bulk rental equipment can be defined in Service Recommendations, that will automatically display reminding staff the next time the product is entered for service in Work Orders.
When a Service Recommendation detail is selected on the W.O. it is included in the W.O. comments and the service detail is flagged as closed in the recommendation file.
Any remaining open recommendation details will display again the next time the product is entered for service on a W.O.

Service recommendations can also be added using Fast-Track Work Order Parts, or Fast-Track Work Order Labor for non-bulk rental products on Work Orders for this division, by clicking the SERVICE REC button.

• Check this box to activate the Service Recommendation feature for Work Orders on non-bulk rental products for this division.
• Uncheck this box if this division does not utilize this feature.

POST INTERNAL WORK ORDER LABOR TO GL

Uncheck this box if the labor expense on internal Work Orders does not need to be tracked separately, as the labor is already expensed through your employees' time worked by payroll.

Check this box to post the labor expense on Internal Work Orders for this Division to the G/L through the Rental Journal Transaction Report in Daily Close 3 when the Internal Work Order is closed for service on a Rental or Sales product.
This is an optional divisional posting feature for firms that need to track cost recovery by division.
Define the G/L Posting Accounts to use for Work Orders labor transactions for this Division:

LABOR RECOVERY ACCOUNT

The Credit is posted to this "Labor Recovery" G/L account for the W.O. header Division for any Work Order for this division, on the date when the W.O. was closed.

LABOR EXPENSE ACCOUNT

The corresponding Debit is posted to this "Labor Expense" G/L account for Work Orders for this division, but the posting division on the G/L expense transaction is defined by the Owning Division per the Asset Tag of the non-bulk rental equipment being serviced.
If the product being serviced is a sales part, or a bulk rental with multiple tags with different divisions, the operator is prompted for the Expense posting Division when the Internal W.O. is closed.

Note: Both the W.O. division and the Fixed Asset Tag division must be flagged in Divisions as G/L posting divisions.

ADD SITE COMMENTS TO WORK ORDERS

Check this box if the Comments associated with the Site Information should be included on the Work Orders and the resulting W.O. Invoice for this division.
The comments will be given a blank Maintenance Code.
Any Site Comments will need to be removed manually if the site on the W.O. is changed.

Uncheck this box if site comments should not be pushed down to Work Orders for this division.

PRINT DEFAULT ON AUTO-GENERATED W.O.s

Check this box if the Print flag on a Work Order generated from a Rental Return or from an Exchange by the "Auto-generate W.O. on Return" flag defined on the Group, should default to Yes in the Create Work Orders For Returned Equipment window.

Uncheck this box if the Print flag on auto-generated Work Orders should default to No.

DEFAULT DETAIL DATES TO HEADER

Check this box if the Labor, Parts and Services details on a Work Order should default from the date defined on the Work Order header.

Uncheck this box if the Labor, Parts and Services details on a Work Order should default to today's date.

This default can be over-typed on the document as required.

WARRANTY IN EFFECT ALERT

When a non-bulk rental product is put on a Work Order and there is a 'Warranty Expiry' date that is still in effect set on the Asset Tag Detail of the Rental Inventory, the Warranty Expiry Information window is triggered to alert the operator.
A second Warranty In Effect Alert is also triggered in Add mode or in Change mode when the W.O. header for a non-bulk rental product is completed.

This parameter can be used to customize the second alert for Work Orders created for a non-bulk rental products for this division.

Note: No warning is triggered if there is no 'Warranty Expiry' date defined for the non-bulk product on the Asset Tag Detail.

AUTO WORK ORDER DIVISION MAPPING

This parameter can be used to map the auto-generated Work Orders created from this division by the Rental Return and by an Exchange By Contract, to your service Division and Location instead of assigning the Contract's division and location to the new W.O.
The source Contract# is written to the W.O. comment field for reference.

WORK ORDER DIVISION

Enter a GL type division to assign to Work Orders auto-created by this division or select one from the drop-down list.

WORK ORDER LOCATION

Enter an Inventory type location to assign to Work Orders auto-created by this division or select one from the drop-down list.

If no mapping has been defined for this division, then the Division and Location assigned to the resulting W.O. default from the Return Location, unless that Return Location is not G/L type Division. Then the WO Division defaults from the source Contract Division and the WO Location only defaults from the Return Location.

CREATE WORK ORDER FROM CREATE CONTRACT

This parameter can be activated to always create a new Work Order each time a new Contract is created for this division.
This feature would not be useful for standard rental divisions but would be useful in a division that only rents a product like Scaffolding, that requires a Work Order to be generated to cover the labor of some service or setup.
The Work Order would also be useful to complete a pre-rent check/inspection to ensure that the rental equipment is operational and all accessories are attached.
A message is triggered to the screen to alert the operator when a new W.O. is created and the source Contract# is written to the W.O. comment field for reference.

WORK ORDER DIVISION

Enter a GL type division to assign to Work Orders created by this division for new contracts or select one from the drop-down list.

WORK ORDER LOCATION

Enter an Inventory type location to assign to Work Orders created by this division for new contracts or select one from the drop-down list.

WORK ORDER MAKE/MODEL

Enter a default generic product number for the Work Orders created by this division for new contracts or select it from the Product Search window.

DEFAULT POSTING TYPE

Posting Type is a mandatory input field in Work Orders that is used to determine the G/L COGS and Revenue posting accounts to use for parts used on this service transaction.
This parameter can be used to set a default value, that can always be changed on the document.
This default also applies to W.O.s created from the Create Maintenance Work Orders utility.

Select one of the default options in the radio group:

• Click 'Std Invc' to set the default posting value to generate a standard W.O. Invoice when the W.O. is closed.
  This Posting Type will post to the standard Cost Of Goods Sold and Revenue Account defined in the Sales Product Class for parts used on the W.O.

• Click 'Cust Dmg' if most of the Work Orders processed through this division are the result of Customer damage to your fleet equipment and the Customer needs to pay for the damage.
  This Posting Type will post to the Cost Of Goods Sold - Customer Damage and Revenue Account - Customer Damage accounts defined in the 'Work Order Posting Accounts' window of the Sales Product Class for parts used.

• Click 'Cust Rep' if most of the Work Orders processed through this division are generated to service or repair your Customer's equipment and the customer will be billed.
  This Posting Type will post to the Cost Of Goods Sold - Customer Repair and Revenue Account - Customer Repair accounts defined in the 'Work Order Posting Accounts' window of the Sales Product Class for parts used.

• Click 'Internal' if most of the Work Orders processed through this division are generated to service or repair your own equipment.
  This Posting Type will post to the standard Cost Of Goods Sold and Revenue Account defined in the Sales Product Class for parts used in the repair.

• Click 'None' to force operators to select a 'Posting Type' on Work Orders at this division as there is no default.

RENTAL RETURN WORK ORDER CUSTOMER

Enter a default customer number to be assigned to an internal Work Order for this division when the W.O. is generated from a Rental Return or Exchange By Contract or an exchange by Close Pickup Ticket. to this division.
When the internal customer is assigned to the new Work Order in place of the Contract customer, the contract site is not pushed to the W.O. either.

If no default internal customer number is defined for a division then the customer number and Site from the original Contract are also assigned to the Work Order.

This default internal customer number also becomes the default customer based on the operator's signed in division when creating Work Orders from Create Maintenance Work Orders.

Finished?

Click OK to exit the window.

Note: Any changes made to the Work Order Parameters will not be applied until the Division Parameters are accepted.