Clone or Convert Estimate

The clone/convert estimate process provides the ability to copy a Work Order Estimate without modifying the source estimate, or to create a Work Order from the Estimate.
This allows "Standard" generic estimates to be setup that can be cloned repeatedly to generate actual Estimates and Work Orders, always leaving the original source estimate intact.

The prompts to clone an estimate are:

ESTIMATE

Enter the "Standard" or source estimate number from which to clone, or select one from the Estimate/Work Order Search window.

ACTION

Select one of the following actions:

• Click Clone Estimate to create a new Estimate, that is copied from the selected source Estimate.

• Click Create Work Order to make a copy of the Estimate and then immediately convert it to a Work Order.

  Note: The operator can only clone an Estimate to Work Order if the Security Role assigned in Operators has permission to access to the Work Orders option in the menu tree.

  The following two options apply if a new W.O. is created:

  EXISTING WORK ORDERS window:

  If the product number has already been entered for service on a W.O. in the Make/Model field, and that W.O. has not yet been closed, a window opens displaying the outstanding Work Order numbers and the customer names.
  Windows are provided to drill down to view the W.O. header, details, and totals as outlined in View Document Information.

  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.

  
  DELETE ESTIMATE

  This delete option only applies when a W.O. was created and refers to the new Estimate just created associated with the new W.O., NOT to the original source Estimate.
  The delete default can be setup in the Company Estimate and W.O. Parameters.

  Uncheck this box to save the new Estimate that has just been cloned from the "Standard" Estimate.
  Check this box to delete the new Estimate that was the source for the new W.O.

  Note: 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.

NEW WORK ORDER# / ESTIMATE#

Accept the next available auto-assigned number or enter a preferred number that has not previously been assigned to an Estimate or W.O. in current or in history.
If a W.O. is being generated, both the Estimate and the W.O. carry the same number.

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.

CUSTOMER#

Enter the customer number or select one from the Accounting Customer Search window.

SITE#

Enter the site or select one from the Site Search window.
This window can also be used to enter Ship To address information for the Estimate/W.O.

DATE

Accept today's date or enter the preferred date.
This date is assigned to each of the W.O. labor, parts and services details.

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.

EMPLOYEE CODE

This field only applies when a Work Order is being created, and labor is being converted from the Estimate to the Work Order, as defined by the Back Order Parts and Ignore Labor flag in the Company Estimate and W.O. Parameters.

Enter the Employee code to be assigned to any labor details on the new W.O., or select one from the Employee Search window.
The employee code can later be changed for individual labor details when the clone action is accepted.

USE EMPLOYEE LABOR CODE

This prompt only applies if the selected employee has a labor code and wage rates assigned in Time Charge Operators .

Uncheck this box to use the general labor rate, as assigned to the labor service in Services Codes.

Check this box to use the employee's wage rate.
This can still be over-typed on the W.O. if required.

LABOR CODE

This field is enabled if there are multiple labor rates for the selected employee.
Select the appropriate labor service code and rate for this labor detail.

FOR DIVISION

Enter the division for the new Estimate or Work Order, or select one from the drop-down list.
The division selection respects the Divisional Restricted Views assigned to this operator.

FOR LOCATION

Enter the location for the new Estimate or Work Order, or select one from the drop-down list.
The location selection respects the Divisional Restricted Views assigned to this operator.

CLERK

This is the clerk associated with this document and the clerk name will print on the document.

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.

PASSWORD

This Clerk Confirmation window to capture the password and validate the operator code, only appears if the Company Security Parameters is set to Check Operator Password.

Finished?

Click ACCEPT to initiate the copy, or CANCEL to abort.

• Clone Estimate Results:
  The new Estimate appears on the screen as explained in Work Order Estimates.

• Create Work Order Actions:
  The following additional information fields apply when a new W.O. is created:

  UPDATE PRODUCT AVAILABILITY

  This prompt is controlled by the Prompt To Update Requirements flag in the Divisional Work Order Parameters.

  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.

  
  UPDATE PRODUCT STATUS CODE

  This prompt applies to non-bulk rental equipment only and is controlled by the Prompt For Product Status Code 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, 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.

  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.

  
  UPDATE MAINTENANCE SCHEDULE

  This applies only if Make/Model has identified your own equipment, and the service is for a valid Product #.

  UPDATE SCHEDULE

  Select one of the following options:

  • Click No if the service on this equipment is not scheduled maintenance, or if this W.O. is for a customer's product.

  • Click 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.

  • Click 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.

  
  MAINTENANCE TYPE

  The Maintenance Type is displayed if a single maintenance schedule applies.
  The words "Multiple Maintenance" display if more than one maintenance schedule has been selected.

  
  MAINTENANCE CODE

  The Maintenance Code is displayed, if a single code is applicable.

  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.

  
  Finished?

  Click ACCEPT to accept and close the pop-up.

  
  SELECT A SERIAL NUMBER

  This window appears if a serialized sales part number has been used on the Estimate that is being converted to a W.O.
  Available serial numbers from this location are displayed for selection in the Serial Number Search window.

  
  LABOR DETAILS

  If labor details are being copied from the Estimate to the new W.O., as controlled by the Back Order Parts and Ignore Labor flag in the Company Estimate and W.O. Parameters, a Labor Details window is generated listing any labor converted from the Estimate and provides the ability to update the employee code on each labor record, or select one from the Employee Search window.

  If the selected employee has a labor code and default wage rate assigned in Time Charge Operators the following prompt appears:

  USE EMPLOYEE LABOR CODE

  Click NO to use the general labor rate, as assigned to the labor service in Services Codes.
  Click YES to use the employee's rate as assigned in Time Charge Operators .
  This can still be over-typed on the W.O. if required. If there are multiple labor rates for the employee, select the correct service code and rate for this labor detail from the Employee Labor Code Search window.

  The new W.O. appears on the screen as explained in Work Orders.

Inspection Forms for Texada Web Work Orders:
When Texada Web is activated in Logistics, then Inspection Forms will be automatically added to the resulting Work Orders if:

• Inspection Forms will automatically be added to the Work Order if the product being serviced has been assigned a standard 'Model' defined in the Make/Model and Re-Order Information window, and that 'Model' is flagged to "Assign to WO" in the 'Inspection Forms' window on the Product Make and Model Master table.
• Inspection Forms will automatically be added to the Work Order if the form is flagged to "Assign to WO" in the 'Inspection Forms' window on the product Group.