Entering an Estimate is very similar to entering a Work Order. An Estimate, however, does not reduce
the inventory quantities on hand, until it is converted to a Work
Order or an Invoice.
The Estimate is very useful for determining the cost of a equipment
repair job. Once the Estimate is produced, it can be faxed to a
customer to get a Purchase Order or the customer's approval before
starting the job.
Estimate Status:
After an estimate has been converted to a W.O., if it has not been
deleted or billed, it can still be viewed and changed here in
current status, though it cannot be converted again.
Once the estimate or associated W.O. is billed, the estimate can
only be reviewed in the history inquiry and report options.
If an estimate is billed immediately to an invoice without creating
a W.O., then the original estimate is automatically deleted.
Estimate Tunable Parameters:
Some of the features and tunable parameters used in the Estimate
process include:
Availability of Equipment in Service:
The "Update Requirements Default" flag in the Divisional Work Order Parameters, controls whether
rental equipment being serviced or repaired on an Estimate is still
considered available for rent when it is converted to a W.O.
An additional "Prompt to Update Requirements" parameter can
be set to cause the operator to be prompted to update availability
when the Estimate from this division is converted to a W.O.
Convert Estimate Without Labor and Back Order the
Parts:
The "Back Order Parts and Ignore Labor" setting in the
Company Estimate and W.O. Parameters, can be
set so that when an Estimate is converted to a W.O. any labor on
the estimate is NOT converted to the W.O., and any parts to be used
are converted but with a Backordered quantity status.
Alternatively if this parameter is not set, when an Estimate is
converted to a W.O. the labor is converted and any parts are
converted as used on the W.O. unless there are insufficient
quantities to meet the requirements, and in this case a warning is
triggered and the part is converted to the W.O. as backordered.
Suppress W.O. Invoice Display:
The "Suppress W.O. Invoice Details" setting in the Company Estimate and W.O. Parameters can be set to
suppress re-displaying the products, services, and payment details,
on an invoice that is created directly from an Estimate or from a
W.O.
This setting applies only to customers flagged as 'On Account'
customers in Customer Information. Cash
customer invoices will always be displayed as payment information
needs to be entered.
Mandatory Site:
A flag in the Additional Information for
each customer can be set, forcing the operator to enter a valid
site code on each document for this customer, with the exception of
Point Of Sale Invoices.
Mandatory Salesman:
A flag in the "Required Document Information" of the
Company Contract Parameters, can be set to
make the salesman as setup in Salesman
Codes, a mandatory field on all documents.
Business Source:
A flag in the Additional Pop-Up Windows in
the Divisional Contract Parameters can be
set to prompt for an optional Business Source, as setup in Business Source Codes.
EPA and SS Charges:
Service charges for EPA (Environmental Protection Act) and SS (Shop
Supplies) can be setup to calculate as a percent of the labor
charges.
The "Charge Work Order Labor Services" feature can be
activated by Texada Support in Support
Application Parameters and the services from Services Codes can be assigned for EPA and SS
charges in Environmental Protection Act/Shop
Supplies, where the minimum and maximum charge can be
established.
A "Standard" generic estimate can be setup that can be used as a prototype to easily clone to other estimates and W.O.'s. For information on cloning estimates refer to Clone Estimate.
The prompts to create an estimate include:
The ability to over-type the document number is controlled by
the "Allow Custom Document#" flag for the document type
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.
In change mode, a window is provided on the Estimate # field to
view existing Estimates and their dates as outlined in Estimate/Work Order Search.
Although both open and closed estimates can be viewed in the window
only Current estimates can be re-accessed in the Estimates
program.
Date Range Control:
If the operator does not have
date range override permission, to help prevent data entry
errors the date is checked against the current Date Range allowed
for "WOWH" WORK ORDERS, as defined in Date
Range Control.
Income, revenue, and expenses are tracked by the division, and posting to the correct G/L accounts for that Division is automatic.
G/L transactions to update inventory costs always post to the G/L Location from which the inventory was relieved.
Note: The location defaults from the Division and cannot be changed if your firm uses the "Sales Item Average Cost By Location" feature as set in the Support Application Parameters.
If the customer is a CASH CUSTOMER, leave this field blank to use the default customer number for the division, as defined by the "Customer# to Clone" in the Divisional Contract Parameters.
To enter an Work Order to service your own equipment, enter the
customer number REPAIR to indicate that this is an internal
W.O.
For information on how to setup the Repair customer for
internal Work Orders, refer to Internal Work
Order Process.
Once the customer number has been selected, any customer comment stored in Customer Information, displays at the bottom of the W.O. header screen.
The city can be used to control taxes and tax exemptions.
A City Search window is provided to view
cities and the default tax codes.
Additional cities can be added in this window as required.
A flag in the "Required Document Information" in the
Company Contract Parameters can be set to
ensure that this Bill To City is a valid city registered in
City Tax Codes.
When the Bill To City is mandatory on documents, if there is
a 'Prov' and/or a 'Postal' code associated with the city in the
City Tax Codes table then these
Province/Postal values will default to the Billing address when the
city is entered on the address.
A flag in the "Required Document Information" in the Company Contract Parameters can be set to force the
operator to enter a valid Postal or Zip code to match the mask
format as setup for the customer's currency in Currency Codes.
This value defaults from City Tax Codes if
Bill To City is mandatory and the City has a Postal
code defined.
When Vertex tax processing is activated in the Company Taxing Parameters, this address of Street,
City, Prov/State, and Postal/Zip is validated against the Vertex
database.
If there is a discrepancy in the address information, a Vertex
error is triggered, and the address must be corrected.
If only a partial address is entered (e.g. no Postal/ZIP ), Vertex
attempts to find the tax area for the information that is supplied,
but if multiple tax areas could apply a Vertex error is triggered,
and more specific address information must be entered.
The Ship To address defaults to the Bill To address, since most
equipment is used at the same place as it is billed.
If the Ship To address is different, enter the site or job
description that relates to this Work Order, or use the Site Search window to select an existing site,
or to add a new site, or just over-type the "Ship To" with the
actual place the equipment was used.
The Site window can be set to open automatically. This is
controlled by the division flag in Additional
Pop-Up Windows, in the Divisional Contract
Parameters.
A flag in the "Required Fields" in the Company Contract Parameters can be set to make a
valid site mandatory on each document.
A flag in the "Required Document Information" in the
Company Contract Parameters can be set to
ensure that this Ship To City is a valid city registered in
City Tax Codes.
When the Ship To City is mandatory on documents, if there is
a 'Prov' and/or a 'Postal' code associated with the city in the
City Tax Codes table then these
Province/Postal values will default to the Shipping address when
the city is entered on the address.
Customer and global sites are setup in Customer Site Information.
Click CANCEL or the ESC key to exit this window if event rates do NOT apply to this document, or enter the event information as outlined in the Location and Event Information window.
If the flag to "Prompt for Clerk" is not set in the
Company Security Parameters, then the
operator code currently signed into the session will automatically
display but can be over-typed as required .
If "Prompt for Clerk" is activated a valid operator code
must be entered in this field and the clerk name will print on the
document.
A further flag can be set to require the operator's password to
verify the clerk's identity.
Note: If the GEOCode or the Taxes are changed on an existing document a warning is triggered that the details and services taxes need to be changed manually if required.
The Tax window in the sub-menu at the end of the header screen displays the taxes and exemptions to be applied on this document.
The ability to change the 'Tax Codes' is controlled by
operator permission setup in Security Role
Permissions.
If the operator has role permission, these tax codes may be changed
for the products, services, and waiver, on this document.
Select from valid Tax codes in the drop-down list.
Note: The Tax Code NTX over-rides any other code at any level.
Enhanced Tax window:
The taxes and exemptions to be applied are displayed as explained
for Enhanced tax processing in Tax Codes By
GEOCode.
If the operator has role permission, the tax codes can deleted in
the window and the exemptions can be modified as required.
Note: If the GEOCode or the Taxes are changed on an existing document a warning is triggered that the details and services taxes need to be changed manually if required.
Repair history records are maintained by this Make/Model number
or description.
It prints on the work order and on the invoice.
If the operator has been given Security Role
Permissions in the "Document Access Fields" to change
product descriptions in document entry, this product description
can be over-typed if required.
Changing the descriptions on parts used, is not restricted by
security to allow maintenance to utilize a miscellaneous parts in
servicing the equipment.
When repairing a customer's product that has not been serviced
before enter a description of up to 20 characters.
e.g. CHAINSAW
If this is a non-bulk rental item from your rental fleet, the
serial number from the Asset Tag is displayed.
If this is a bulk rental item a Asset Tag
Search window is provided to view and select from valid tags
for this product. The serial number displays from the selected
tag.
If this is a customer's product, enter the serial number of the
item to be repaired.
WORK ORDER ESTIMATE DETAILS
After the Estimate header information is completed, the details on
labor, parts, services, taxes, and comments can be entered.
The Estimate can be printed, or closed and converted to a Work
Order or to an Invoice.
Note: The windows to each of the Labor, Parts, Services, Taxes, and Comments details, can be set to open automatically when a new Work Order is being entered as determined in the Divisional Work Order Parameters .
If more space is needed, use the window in the Min field to add notes that can be flagged whether to print on the document.
If there are notes on the Estimate that do not specifically relate to labor, these can be entered in the Comments window later.
Alternatively, leave this field blank to skip the minutes and enter in the hours in the Quantity field. This results in calculating the minutes.
A window is provided to add labor specific comments as outlined in Labor Comments.
If the quantity is entered or changed, the Min is automatically recalculated.
Note: If the labor hours and the amount are zero, the labor
transaction will not be converted to the W.O. invoice.
If there is a value for the labor hours, but the charge is fully
discounted ( i.e. 100%) then the labor transaction will be
converted to the W.O. invoice with no charge.
The rate for the labor service selected from the window,
displays in the Rate field.
Accept this rate, or over-type it with the correct labor rate per
hour for this service activity.
To enter $40 per hour, type in 40.00
The prompts that are displayed for taxing depend on the tax
processing activated for your firm.
Texada SRM offers three separate tax process options as
follows:
VERTEX TAX PROCESSING
The third-party tax software
called Vertex can be activated from the Company
Taxing Parameters.
All exemptions, and certificates information are controlled within
Vertex software.
The prompts displayed for use with the Vertex tax processing
are:
If the part is not in the product file, a new part can be added in the search window, or a miscellaneous part can be used instead as explained in Miscellaneous Part - Setup.
Select Service Kit to add products from a W.O. Kit using
the Service Kit Search.
Product quantities default from the kit, but can be over-typed as
required.
A note is included in the Comments window if any Service
Kits were used on the Estimate.
Security:
If the operator has been given Security Role
Permissions in the "Document Access Fields" to change
product descriptions in document entry, this product description
can be over-typed if required.
Over-typing the description does not make any changes to the
product description stored in the Product file.
The current quantity on hand for this product displays in the left corner of the Status bar at the bottom of the screen.
Note: When the Estimate is converted to a Work Order if there
are insufficient quantities on hand at the document location, and
if the setting in the Company Security
Parameters is NOT set to "Allow Overrides on Location
Quantities", the parts will be put on back-order.
If the Estimate is being converted directly to an Invoice and there
are insufficient quantities, and if the setting in the Company Security Parameters is NOT set to "Allow
Overrides on Location Quantities", the Over-Booked Items warning is generated when items
are overbooked preventing the operator from proceeding with the
quote to conversion for those dates.
If the EPA and SS service feature is activated, these services
will automatically be displayed in the listing with the calculated
charge.
If the labor charges are changed, these service charges will
recalculate accordingly.
The fields include:
Check this box for all services that should be charged on this
Estimate.
Uncheck this box for any services that do not apply to this
Estimate.
Note: The Tax Codes on the Estimate header in the window on
Parts Disc% are used when adding new items and charges to
the Estimate.
Changing the Tax Codes on the header does NOT change the tax codes
on existing items on the Estimate.
A comment is included if any W.O. Service Kits were used on the Estimate.
Click on the MARKETING button to select from standard comments as setup in Marketing Codes.
The INVOICE button is only enabled if the operator has Security Role permission to "Work Orders - Close/Invoice" set in the 'Miscellaneous Permissions' window.
An audit record is written to the Delete Log for WOEH04C if the W.O. invoice details are accessible, or to WOEH04I if the W.O. invoice details are suppressed as controlled by the "Suppress W.O. Invoice Details" flag is not set in Company Estimate and W.O. Parameters.
Note: When an Estimate is invoiced directly skipping the Work Order, the "Back Order Parts and Ignore Labor" flag in Company Estimate and W.O. Parameters does not apply.
If an Invoice was generated, the following prompts may be triggered:
If date control is activated for the operator, this date must be in the current Date Range for invoices as set in Date Range Control for Module Code RSIH - INVOICES.
Select Cust Damage to create a W.O. Invoice if the
customer needs to pay for the service on rental equipment, posting
to the Cost Of Goods Sold - Customer Damage and Revenue
Account- Customer Damage defined in the 'Work Order Posting
Accounts' window of the Sales Product
Class, for parts used.
A W.O.Invoice billed to the customer will be created as described
by the Invoice processing path below.
Select Cust Repair to create a W.O. Invoice for the
repairs on customer owned equipment, posting to the Cost Of
Goods Sold - Customer Repair and Revenue Account- Customer
Repair defined in the 'Work Order Posting Accounts' window of
the Sales Product Class, for parts
used.
A W.O.Invoice billed to the customer will be created as described
by the Invoice processing path below.
The prompts include:
The resulting W.O. invoice details are only displayed if the "Suppress W.O. Invoice Details" flag is not set in Company Estimate and W.O. Parameters.
The invoice totals always display and the W.O. invoice can be printed as outlined in Totals and Services.
Convert Estimate to W.O.:
The WORK ORDER button is only enabled when the
Security Role assigned to the operator in
Operators has access to the Work Orders option in the menu tree.
Click the WORK ORDER button to convert the
Estimate to a Work Order.
If a W.O. was generated, the following prompts may be
triggered:
A flag in the Company Estimate and W.O. Parameters, can be set to prevent a new W.O. from being created for a Non-Bulk product if an open Work Order already exists.
All outstanding Work Orders can be viewed by Make/Model in
Work Order Inquiry By Make/Model.
Invoiced Work Orders can be viewed by Make/Model in W.O. History Inquiry By Make/Model.
Select Yes to view the maintenance records for the
equipment, and to update a single service record.
A window opens to select the appropriate maintenance record from
the schedule, as outlined in Maintenance Type
and Code Search.
Select Multiple if more than one maintenance schedule
record applies.
The Maintenance Type and Code Search
window opens displaying the existing Maintenance Schedule
records.
Select each maintenance record individually that is to be completed
on this W.O. by adding it to the list displayed in the Maintenance Schedule window.
Note: When Work Orders have multiple maintenance codes using
parts that charge taxes or fees according to the Class/Group
Service Charges, the charges generated will reflect those
maintenance codes.
For example: If 6 litres gas with code AA, and 4 litres of gas with
code DD, are used, then two carbon tax service lines are charged.
One with maintenance code AA for 6 litres, and the second with
maintenance code DD for 4 litres.
The Work Order number assigned to the product will print on the Maintenance Schedule, to help track work in progress. When the Work Order is finished, (either invoiced or closed to a repair), the Maintenance Schedule entry is closed.
The Meter Reading OUT defaults from the Current Meter Reading
but this can be over-typed if required.
If a Meter Reading OUT value is entered that is less than the
Current Meter Reading, select a Reason Code from the window as set
up in Meter Reason Codes.
Click NO to save the Estimate, though it cannot be converted again.
Click YES to delete the source Estimate that was used to create
the new W.O.
If the estimate is deleted, the "Invoice per Estimate
Processing" cannot be used, and the deleted Estimate does not
appear in any estimate history inquiry information.
If the Estimate is deleted when it is converted to a W.O., an audit record is written to the Delete Log for WOEH01A.
Accept today's date, or type in the date the Estimate was
converted to a Work Order.
If date control is activated for the operator, this date must be in
the current Date Range allowed for "WOWH" WORK ORDERS as set
in Date Range Control.
The parts used on the Estimate/W.O. will now be removed from
inventory.
Any further changes must be made in Work
Orders.
The Work Order # will be the same number as the Estimate.
Click YES to update availability requirements for the product
being repaired, so it is considered NOT available until the W.O. is
closed.
Click NO if the product should remain available for rental.
Note: If the operator is NOT prompted to update the requirements, the equipment being serviced on the W.O. will be considered as available for rental or as NOT available for rental according to the "Update Requirements Default" for the division, as set 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, or On Lease
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.
When the W.O. is completed and closed, the operator will be prompted again to update the product status code.
This window is suppressed if labor is not being added to the W.O. from the Estimate as controlled by the "Back Order Parts and Ignore Labor" setting in the Company Estimate and W.O. Parameters.
If the selected employee has a labor code and default wage rate assigned in Time Charge Operators the following prompt appears:
ACTIONS:
Additional actions provided by buttons on the Work Order
Estimate screen include:
To delete an existing Estimate, click the DELETE
button before selecting the document number, and proceed as
outlined in Delete Work Order Estimates.
This delete utility makes permanent deletions of the entire
Estimate.
A deletion record for function WOEH19 is generated to track the
deleted Estimate#, date and operator code. The deletion record can
be reviewed in Delete Log.
Convert the Estimate or Create a Copy of the
Estimate:
The CLONE button is only active when the Security Role assigned to the operator in Operators has access to the Work Orders option in the menu tree.
Click the CLONE button to move directly to the clone screen as explained in Clone or Convert Estimate.
Link a File to this Document:
Click the ATTACHMENTS button to review and set any
File Attachments associated with this
document.
The link to an attached document will be passed on to any resulting
documents created by converting the document to another document,
such as Estimate to a W.O. or to an Invoice.
Note: If there are any attachments linked directly to this
document, a checkmark is displayed below the
ATTACHMENTS button to alert the operator.
No checkmark displays if there are only attachments on the
"Associated Tab" or if there are no attachments.
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