Create Credit Work Order

This utility can be used to reverse a Work Order and the associated W.O. Invoice by first creating a Credit Work Order with negative values to match each of the original Work Order details.
When this Credit W.O. is billed it creates a Credit W.O. Invoice that reverses the W.O. Invoice associated with the original W.O.
Creating the Credit W.O. Invoice means the Customer billing is credited and parts used are returned to stock when the negative quantities are issued.

This is useful to correct a W.O. Invoice when there are incorrect parts, quantities, customer, comments, costs, prices, labour, dates, etc because once a Work Order is converted to a W.O. Invoice, the W.O. is moved to history and the W.O. invoice cannot be changed.

To complete the correction after crediting the W.O. Invoice, a new copy of the original Work Order can be generated using the Clone Work Order tool, and the modifications can be made.

The prompts to credit a W.O. are:

EXISTING WORK ORDER#

Enter the Work Order number to be credited or select it from History using the Estimates/Work Orders Search.
A Comment is added in the Document Comments of the new Credit Work Order referencing the original source Work Order number.

A warning is generated if the original W.O. has already been credited before but another credit is allowed.
If a Credit W.O. itself is credited again, the resulting reversed W.O. will have positive values.

Note: For WIP progress billing Work Orders, a warning is triggered and only the last invoice's lines will be credited.

Deposit:
If a Deposit was used on the billing of the original invoice, a warning is triggered that the Deposit amount refund can be manually added to the resulting Credit Work Order if required.

CREDIT WORK ORDER#

Accept the auto assigned Work Order # or type in your own Work Order #.

The ability to over-type the document number is controlled by the "Allow Custom Document#" flag for the document type WOWH defined in Last Used Transactions.
A warning is generated if the number has already been used or if the number is greater than 9 characters.

DATE REQUIRED

Accept the date of the original existing Work Order or type in a preferred date.

Date Range Control:
If the operator does not have date range override permission, the date must be within the allowed date range defined for WOWH in Date Range Control.
If the date of the original existing Work Order is outside the date range for WOWH in Date Range Control then the closest allowed date in the range becomes the default 'Date Required'.

Note: The date range control does not apply to the Labour and Parts details dates and they will reflect the source W.O. dates but can be updated if required in the new W.O.

Finished?

Click ACCEPT to create the credit W.O. or CANCEL to abort.

If the Credit W.O. is to be created, the following prompts apply:

PRODUCT STATUS CODE

This prompt applies to non-bulk rental equipment only and is controlled by a flag in the Divisional Work Order Parameters.

If the equipment already carries a 'Reserved' status, a warning is first triggered.
e.g. currently On Contract, or On Delivery

The current configurable status code for this product is then displayed.
e.g. Available for Rent
A new code can be entered for this product while it is being serviced, or selected from the valid codes in the Product Status Codes Search window.
Only configurable codes having the same depreciation permission flag as the current code, are valid for this product.
The corresponding warning message for this status code will then be displayed if an operator attempts to put the product out on a contract, until the status is changed back when the W.O. is closed and it is ready to rent again.

Any change to the Product Status Code is tracked in Status Code Change History for WOWH01.

When the W.O. is completed and closed, the operator will be prompted again to update the product status code.

REASON FOR OVERRIDE

If the 'Inventory Status' is changed to a code that does NOT allow rental, the Prompt for Reason Code window is triggered.
Enter a Reason for the change to the product status or select one from the drop-down list.

CLERK CONFIRMATION

This Clerk Confirmation window appears if the option to Prompt for Clerk is set in the Company Security Parameters.
A valid clerk code must be entered in this field as setup in Operators.

WORK ORDER PARTS

The parts used on the original W.O. are put on negative backorder on the new Credit W.O. as of today's date.
These parts need to be re-issued as negative quantities to put them back in stock and to complete the credit when the W.O. is converted to an W.O. Invoice.

Complete Credit of the W.O. Invoice

Close the W.O. to a W.O. Invoice as usual but with negative values for Labour, Parts, Services and Taxes.
This process is the same as explained in Work Orders.

Duplicate the Original Work Order

If the original W.O. still needs to be issued but with corrections, use the Clone Work Order tool to create a new copy of the original source Work Order and make the required corrections to it before re-billing it.