Work Orders

A Work Order can be used to service or repair equipment, or to make additions to equipment in your firm's rental fleet, closing out the W.O. as an internal repair, and posting only the costs of parts used.
A Work Order can also be used to track service on a customer's equipment and then to bill the parts, labour, and services to the customer on a W.O. invoice.

Refer to Customer Work Orders Overview and Internal Work Order Overview for process flow information on the Work Order and Repair processes.

Work Order Tunable Parameters:
Some of the features and tunable parameters used in the Work Order process include:

The prompts to generate a W.O. or a Requisition List are:

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 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.

Existing Work Orders can be viewed in the window on the Work Order# field as outlined in Estimates/Work Orders Search.

Locked W.O.:
If an existing Work Order is in use by a Texada Web mobile unit, or an employee has been assigned to W.O. through Texada Web, the W.O. cannot be modified or deleted until the work is completed.
A warning is triggered to alert the operator of the conflict.
Only operators with the security flag to "External WO Employee Access" in the 'Miscellaneous' window of Security Role Permission have the ability to remove the employee from the Active Employees on this Work Orders window and/or to release the external lock on the Work Order.
When a Work Order is unlocked a record is written to the Delete Log for WOWH01.

DATE

Accept today's date, or type in the date the Work Order was started.
A flag in the Divisional Work Order Parameters can be set to control whether the Labor, Parts and Services details on a Work Order, default from this date defined on the Work Order header, or to today's date.
The default date on the details can be over-typed as required.

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.

External Service Dates:
If your firm uses an external third-party to complete service on Work Orders and the "Prompt WO external out and due in dates" option is activated in the Company Estimate and W.O. Parameters to track the dates the product is out for service, then this Work Order Date becomes the expected "Work Order Project Completed Date".

Additional Dates to track external service include:

REQUIRED DATE

The W.O. 'Date' becomes the 'Required Date' for this processing.
Accept the default today's date, or enter the expected "Work Order Project Completed Date".

DATE OUT

Accept the default today's date, or blank out the date if there is no external service on this W.O., or type in the date that the product was sent out for external third-party service work.

DATE IN

Accept the default today's date, or blank out the date if there is no external service on this W.O., or type in the date that the product is due back from the external third-party service.
This date cannot be later than the W.O. Date as this has become the required completion date.

These dates are reflected on the spreadsheet output of the Work Order Report and the Work Order Detail Report.
These dates are displayed on the Texada Web Dispatch.

DIVISION

Enter the division that applies to this Work Order or select one from the drop-down list.
The division defaults to the operator's division defined in Operators.

Income, revenue, and expenses are tracked by the division, and posting to the correct G/L accounts for that Division is automatic.

LOCATION

The location entered determines from where the parts inventory is taken.
The location defaults according to the operator location defined in Operators.

G/L transactions to update inventory costs always post to the G/L Location from which the inventory was relieved.
Once parts have been added to the W.O. this Location on the Work Order header can no longer be changed.

When an Employee is initially assigned to an existing Work Order from the Texada Web app, the location of the W.O. is changed to the default location of the Operator assigned that employee number, and any back ordered parts or requirement records are also changed to the new location.
Refer to the notes above for Texada Web Location Control: for more details.

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.

CUSTOMER#

Enter one of the following:

• Type in the customer's number, or use the Document Customer Search window to look up the customer, or to add a new customer.
  

• 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.

• Because walk-in Cash customers on Invoices or Work Orders are often one-time customers, they are not auto-added as new customers in Customer Information table even though the 'Add Cash Customer' feature is activated 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.

NAME

Accept the customer's name or type in the name as it is to appear on the invoice.
This does not change the Customer Information file.

CREDIT LIMIT WINDOW

If the customer's Account Balance has exceeded the Credit Limit, a Credit Limit Warning will display, showing the Credit Limit, and the Account Balance with the percent over the limit.
A window is provided to view the unpaid account details.

A flag in the Company Security Parameters can be set to prevent a customer number from being entered on a document if the customer's Credit Limit has been reached or exceeded.

CREDIT RATING WARNING

This Credit Rating Warning window is triggered if the customer has been assigned a Credit Rating level that is flagged to generate a warning when new documents are entered.
A window is provided to view the unpaid Account and aging details.

After the warning is acknowledged, the operator may be able to continue to enter the document, depending on the credit warning flag in Credit Ratings.

CONFIRMATION REQUIREMENTS

Confirmation of accepting the Credit Warning and continuing can be required:

• Password Authorization:
  If your firm requires stricter controls on overriding the credit limit, a Password Authorization Requirement can be setup.

• Reason Code:
  Over-ride Reason Code tracking can also be activated for the clerk to explain why it was overridden, as outlined in Reason Code for Override.

ADDRESS

Accept the customer's address or type in the correct address.
This does not change the Customer Information file.

ADDRESS

Accept the address or type in the correct address.

CITY

Accept the city, or type in the correct city.

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.

PROV/STATE

Enter the province or state where the customer is located.
This value defaults from City Tax Codes if Bill To City is mandatory and the City has a Prov defined.

POSTAL/ZIP

Enter the postal or zip code of the customer.

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.

PHONE #

Accept the telephone # or type in correct number.

FAX #

Accept the fax number or type in the fax number.

SHIP TO

The document allows for two addresses, the Bill To Address and the Ship To Address.

• The Bill To address is stored in Customer Information and indicates where the invoice should be sent. The Ship To Address indicates where the equipment will be used.

• 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 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.
  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.

SHIP VIA

If the customer is returning for the repaired equipment, select the Ship Via code for Customer Pickup.
Otherwise, select a Ship Via code to indicate how the equipment will be returned to the customer from the drop-down list, as set up in the Ship Via Codes.

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 password prompt only appears if the Company Security Parameters is set to prompt for the Clerk's password.
Enter the corresponding password for the 'Clerk Code'.
Three attempts to enter the correct password are allowed before access is refused and the operator must re-enter the Clerk Code.

VERTEX CODES

The Vertex Information window only appear if the Vertex Tax Software processing has been activated from the Company Taxing Parameters.

TAX RATE

The appropriate Vertex rate is displayed for the tax area.
This field is only displayed with Vertex software and is an information field only and is calculated based on the address region.

GEOCODE

This field appears if the Enhanced Tax processing is activated from the Company Taxing Parameters, to determine tax and tax exemptions to be charged.
A window is provided to search for the appropriate GEOCode as outlined in GEOCode Select.

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.

TAXES

This Tax window does not apply if the Vertex Tax feature is active.

• Standard Tax window:
  The standard tax codes default according to the Rules as outlined in Tax Maintenance Overview.
  

  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.

  Tracking Tax Changes:
  Changes made to either Standard Tax Code 1 or 2 on the header, labour, parts, services, or damage waiver of counter documents including Contracts, Quotes, Reservations, Work Orders, Sales Orders and Invoices, are written to the Audit Log and can be viewed under the "DOCUMENT TAX CODES" category.

• 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.

P.O. #

Enter the customer's Purchase Order, if applicable
Some customers require P.O.'s on all documents. If this applies, the customer should be set with "P.O.# Required" in Customer Information.
A blanket P.O.# can also be assigned in Customer Information. This blanket P.O. defaults to all P.O. fields for the customer, but can be over-typed when required.

SALESMAN

The salesman code from Customer Information will display on the screen.
Accept or type in the salesman code who will get credit for this invoice, or select one from drop-down list.
This is important if sales commissions apply.
This is printed on the invoice.

SALES DISC%

This is the sales discount that the customer normally receives on purchases, but this is information only, and is not automatically given because a sales discount may or may not apply to parts used on a Work Order.
The operator must enter a 'Parts Discount%' to apply a discount on parts used on this W.O.

PARTS DISC%

Enter the discount percent to be applied on parts used on this Work Order.
e.g. Enter 3.5% as 3.50

LABOR DISC%

If the customer receives a discount on labor for this Work Order, enter the percentage.
e.g. Enter 10% as 10.00

CURRENCY

The currency code associated with the Customer on the W.O. is displayed but this can be changed if required by selecting a different currency from the drop-down box as set up in Currency Codes.
The Repair currency is printed on the following reports to flag transactions that may have currency exchange costs on the services:

Repair History Report
Repair History Report By Product#
Repair History Inquiry
Print Repair Transactions

LOCATION AND EVENT INFORMATION Window

This window only appears if the event management processing has been activated in the Company Rate Parameters and it has not been de-activated for the operator's division in the Additional Pop-Up Windows, in the Divisional Contract Parameters.

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.

MAKE/MODEL

This is the make and/or model of the item to be repaired.

• When repairing your own equipment, type in the product # or look it up in the Inventory Search window.
  Repairs can still be made to disposed Rental Inventory. A warning is displayed on the screen and the operator is prompted to continue.
• When repairing a customer's product that has not been serviced before enter a description of up to 12 characters.
  These products can be reflected on the Open Work Order Report.

Repair history records are maintained by this Make/Model number or description.
It prints on the work order and on the invoice.

MAKE/MODEL Window:
The search options in the product lookup window include:

• PRODUCT SEARCH
  This window can be used to look for a product in your rental fleet, as outlined in Inventory Search.

• REFERENCE PRODUCT SEARCH
  Use this Reference Product Search window to search for a customer's product that is NOT in your product file, but that has been serviced on W.O. before, and so it does have a repair history.

  If the product is not in the product file and has never been serviced on a W.O. before, click OK to exit the search window without selecting a product record.

• UPDATE PRODUCT STATUS CODE
  This prompt applies to non-bulk rental equipment only and is controlled by a "Prompt for Status Code" flag in the Divisional Work Order Parameters.

  Window to display the current configurable status code for this product.
  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 codes having the same depreciation permission flag as the designated code, are valid for this product.

  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

  If the product status code is changed to a code that does NOT allow rental, this prompt for a Reason code appears.

  Enter a reason code for the change in the product status code.
  Reason codes are setup in Override Reason Codes. A record will be written to the over-ride file that will be included in Print Override Report.
  For more information on this security feature refer to Override Security Overview.

Finished?

Click OK to close and exit the window.

EXISTING WORK ORDERS window:

If a product number has previously been entered for service on a W.O. in the 'Make/Model' field and that W.O. has not yet been closed, this 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.

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.

WARRANTY EXPIRY

If the Warranty is still in effect, the Warranty Expiry Information window appears for non-bulk rental items providing the warranty expiry date, as recorded on the Asset Tag Detail.
A second Warranty In Affect Alert is triggered when the W.O. header is completed for a non-bulk rental product to alert the operator. This message can be customized by division in the Divisional Work Order Parameters.

SERVICE RECOMMENDATION

This window is available if the processing has been activated in the Divisional Work Order Parameters, and there are any open service instruction details for this non-bulk rental equipment in Service Recommendations.

Selected recommendations will be flagged to print in the Work Order Comments.

Note: All service recommendations for this non-bulk rental product can be viewed by clicking on the SERVICE REC button at the bottom of the screen.

DESCRIPTION

When repairing your own equipment, the product description displays as it will print on the Work Order and 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

IN SERVICE

The date displayed is the 'In Service' date entered in the Make/Model and Re-order Information window for Rental Inventory.

PLATE #1

The product's first 'License Plate #1' displays as entered in the Make/Model and Re-order Information window for Rental Inventory.

SERIAL #

This is an optional field.

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.

BILLING TYPE

Select one of the following billing options:

• Click No if there is no split billing for this W.O. and it is to be charged completely to a customer, or closed out completely to an internal repair.

• Click Split if this W.O. billing for parts, labor, and/or services, is to be split between the customer and/or internal repair charges.

• Click Warranty if this W.O. billing for parts, labor, and/or services, is to be split between the customer, and/or internal repair charges, and/or warranty claims from the Supplier.

Note: Internal charges can only be entered for labor, service or parts on valid 'Make/Model' products in either the Rental Inventory or Sales Inventory.

VENDOR#

This field only applies if there is warranty coverage.
Enter the Vendor # for the warranty claim, or select the Vendor from the window.
The Vendor selected, must have a valid Warranty Clearing account, and valid Tax codes setup in Vendor Information.

Note: The option to split the billing of a W.O. between your firm, the customer, and/or warranty, is disabled if the feature for "Work Order In Progress Billing" is activated in Custom Function Parameters for your company.

METER AMT

If the 'Make/Model' is your product #, and it has a meter, the current meter reading is displayed.
Accept this meter count or over-type it with the correct meter reading.

LTD METER

This count includes the total units logged from all meters utilized on this product, including any rollovers and replacements.
A window is provided to view Meter History.

REPAIRED BY

Enter the name or initials of the shop staff assigned to this job, or leave this field blank if it is not relevant.

This name will print on the Work Order and resulting Work Order Invoice as "REPAIRED BY: Name".
The wording of the text preceding the name on the document, respects the text defined for the two languages in the Document Field Labels table.

MAINT. SCHED

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

Select one of the following options:

• 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.

  The Power Kit Maintenance Schedule Selection window is triggered if the product on the W.O. has a Power Kit assigned to it, so the operator can select the correct products requiring service.

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

• 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.

MAINT. 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.

MAINT 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.

The instructions from the Maintenance Report for this item can be used as a basis for setting up the labor and parts on this Work Order.

POSTING TYPE

This mandatory Work Order 'Posting Type' is used to determine the G/L COGS and Revenue posting accounts to use for parts used on this service transaction.
A default Posting Type can be defined in the Divisional Work Order Parameters for Work Orders created for this Division, and can be changed on the document as required.
Select one of the following types:

• Select Standard to post to the standard Cost Of Goods Sold and Revenue Account defined in the Sales Product Class for parts used on the W.O.

• Select Cust Damage if the customer needs to pay for the service on rental equipment, and to post to the Cost Of Goods Sold - Customer Damage and Revenue Account- Customer Damage defined in the 'Work Order Posting Accounts' window of Sales Product Class, for parts used.

• Select Cust Repair if the repair is on customer owned equipment and to post 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.

• Select Internal to post to the standard Cost Of Goods Sold and Revenue Account defined in the Sales Product Class, for parts used on the repair.
  This option is only available if the product being serviced is included in either Sales Inventory or Rental Inventory and the Security Role assigned to the operator in Operators has permission to close a "Work Order - Close/Create Internally".

When the W.O. is completed and closed, the opportunity to confirm or modify this 'Posting Type' is again provided.

Note: Any Work Order with a Deposit amount taken cannot be converted to an 'Internal' repair, and any Work Order already flagged as 'Internal' cannot take a Deposit.

TOTALS

If an existing Work Order is being reviewed the total charges on this W.O. are displayed as follows:

LABOR

This is the total labor charges already reported for billing on this W.O.

LABOR COST

This is the total labor cost for all employees that worked on this W.O., based on the 'Hourly Rate' of each W.O. service technician as set in Operator Time Charge, multiplied by the hours of labor that each worked on the W.O.
This labor cost total is also output on the detailed Work Order Report.

PARTS

This is the total charge for parts used this W.O.

SERVICES

This is the total services charges already reported for billing on this W.O.

TAXES

This is the tax total calculated for labor, parts, and services on this W.O.

TOTAL

If the billable Work Order total.

DEPOSIT

Any Deposit being held on this W.O. is displayed.
W.O. deposits can be taken on the 'Work Order Totals' screen.

Note: Work Orders that have a deposit taken cannot be closed to an Internal repair, and cannot be deleted in Delete A Single Work Order until the deposit amount is refunded on the W.O.
W.O. Invoices that have been paid or partially paid by a deposit cannot be reversed in Reverse W.O. Invoices.

Customer Comment

If a Comment line has been entered in Customer Information, the comment is displayed in red for the operator's information only. It does not print on the document.

Finished?

Click ACCEPT to continue.

UPDATE METER READING

If this is a metered rental product being serviced and if the 'Meter Amt' was changed on this Work Order, a confirmation window prompts whether to "Update the meter at this time?"

Click NO if the product file should not be updated with the new reading.

Click YES to update the product file.
Confirmation will be required as outlined in Update Product Meter Information.

UPDATE PRODUCT AVAILABILITY

This prompt whether to "Reduce the available quantity of this product" is controlled by a flag in the Divisional Work Order Parameters.

Click YES to update the availability requirements for the product that is being serviced, so that it is considered NOT available for rent until the W.O. is closed.

Click NO if the product should remain available for rental while the Work Order is open.

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 "Requirements Default" for the division, as set in the Divisional Work Order Parameters.

Note: The Release Work Order Requirement utility can be used to remove the restricting requirement as required.

UPDATE 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.

WORK ORDER DETAILS
After the Work Order header information is completed, the details on labor, parts, services, taxes, and comments can be entered.
The W.O. can be printed, or closed and converted 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.

LABOR

Window to enter and update Labor details on this Work Order, as outlined in Work Order Labor.

PARTS

Window to enter and update Parts used on this Work Order, as outlined in Work Order Parts.

SERVICES

Window to enter and update any Service charges for this Work Order, as outlined in Work Order Services.

TAXES

The Tax window displays the distribution of the taxes. This is information only.
If these taxes are not correct change the tax status on each labor/parts/services detail on the Work Order.

TOTAL

The Work Order totals for each of the labor, parts, services, and taxes windows, display with the current Work Order Total.

Deposits:

If a Deposit is taken then:

• the deposit can be applied against the resulting W.O. Invoice when the job is finished, with any over payment refunded or any under payment charged on account or paid by the customer.
• the W.O. cannot be closed to an Internal Repair as no invoice is generated and the deposit would never be used.
• if the W.O. is already flagged as 'Internal' then no deposit can be taken.
• the W.O. cannot be deleted in Delete A Single Work Order until the deposit amount is refunded on the W.O. and both the deposit and the refund are posted.

The prompts to take a Deposit include:

ACCUM DEPOSIT

The sum of previous deposits on this contract appears on the screen. This is a display only field.
A window is provided to view the deposit history on this document as outlined in Deposit History.

Note: Only unposted same day TP Credit Card payments can be completely Voided in the Deposit History window.

DEPOSIT AMOUNT

Enter the amount of the Deposit as positive.

Deposit Refund:
If a W.O. is cancelled or voided, any outstanding deposit must be refunded in order to delete the Work Order.
A deposit refund can be entered as a negative dollar amount, usually in the same Method of Payment that it was taken.

With Texada Pay if the 'Refund Existing Payment Only' control is activated in the Texada Pay configuration, a one-time refund can only be given if it is less than or equal to an existing deposit transaction amount.
Some clearing houses will not approve a refund unless the original payment has been processed and approved so if a refund cannot be processed immediately the operator is given the option to add the Refund Request to the TP Pending Refund Queue table to be re-submitted to the clearing house at a later time.

DEPOSIT DATE

Accept the default date or entered the correct date of the deposit.

DEPOSIT METHOD

Enter the payment method or select how the dollar amount was taken from the options outlined in Taking the Payment Options and Explanations.
The payment method is based on whether the Texada Pay feature has been activated and the currency of the Customer.

CASH DRAWER

If Cash was taken for the deposit and the operator signed in has been flagged to utilize the Cash Drawer in Operators, the associated drawer opens per the command set in the Cash Drawer utility.
If a specific drawer has not been assigned to the operator, then the default drawer assigned for the document division in Divisional Miscellaneous Parameters, opens.
An audit record is written to the Cash Drawer Inquiry for function WOWH01B, with the system generated reason of Work Order".

GENERATE RECEIPT

If a Deposit was taken on the document the Print Receipt pop-up is triggered for the payment if the 'Prompt for Payment Receipt' feature is activated in the Company Customer Forms Configuration settings.

COMMENTS

Notes related to this Work Order can be entered to describe the job completed in addition to the Labor description or standard comments as setup in Marketing Codes can be selected, as outlined Document Comments.

If the W.O. was generated from the Create Maintenance Work Orders utility then any "Maintenance Instructions" from the original Maintenance Schedule are added to the document 'Comments' on the resulting W.O.

Comments associated with the Site Information can be included on the Work Order and resulting W.O. Invoice, if the "Add Site Comments To Work Orders" flag is set for the document division in the Divisional Work Order Parameters.
The comments will be given a blank Maintenance Code.

Note: Site Comments will need to be removed manually if the site on the W.O. is changed.

If "Prompt For Maintenance Codes On Work Order Details" is activated in Company Estimate and W.O. Parameters, the W.O. comments are always sorted together by Repair Code, as entered in W.O. Comments By Repair Code.

W.O. Comment lines can also be added and modified from the external Texada Web app.

INVOICE

Window to view any invoices previously generated from the W.O., with the invoice date, status, and invoice total.
There will only ever be more than one invoice per Work Order if the feature to allow "Work Order in Progress Billing" is activated to allow interim billings.

Additional Actions include:

• Email Work Order:
  This button is only enabled when the "Use Contact Document Emailing" feature is activated in the Company Email Configuration.
  Click the EMAIL button to email the W.O. to the appropriate contacts as flagged in the Contact Information for this customer/site, using the Compose Email tool.
  The document can always be emailed to the contacts later from the Print Estimates utility.

• Print Work Order or Parts Requisition:
  Click the PRINT button to print out a copy of the Work Order or of the Parts Requisition, as outlined in W.O. Print Confirmation.

• Close Work Order:
  

  • The CLOSE W.O. button is only accessible if the role assigned to the operator in Operators also has Security Role permission to "Work Orders - Close/Invoice" and to "Work Orders - Close/Create Internally" set in the "Miscellaneous Permissions" window so that the operator can convert a Work Order to an Internal Repair, as well as to create a W.O. Invoice.

  • Only the INVOICE W.O. button is displayed if the operator does not have permission to generate Internal Repairs, and it is only enabled if the operator has Security Role permission to the "Work Orders - Close/Invoice" action.

    Note: A Work Order cannot be deleted or closed if it is currently in use on a Texada Web device.

  POSTING TYPE

  Confirm the W.O. 'Posting Type' that will be used to determine the G/L COGS and Revenue posting accounts to use for parts used on this service transaction as follows:

  • Select Standard to create a standard W.O. Invoice, posting to the standard Cost Of Goods Sold and Revenue Account defined in the Sales Product Class for parts used on the W.O.
    A W.O.Invoice billed to the customer will be created as described by the Invoice processing path below.

  • 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.

  • Select 'Internal' if the Work Order service was for your own equipment and is not to be billed to a customer.
    The internal repair, service, or addition to the equipment can then be completed as outlined in Close Internal Work Orders.
    The Work Order will be deleted from current Work Orders and moved to history.
    Posting for parts used will be to the standard Cost Of Goods Sold and Revenue Account defined in the Sales Product Class.
    

    The 'Internal' option is only available if the product being serviced is included in either Sales Inventory or Rental Inventory and the Security Role assigned to the operator in Operators has permission to close a "Work Order - Close/Create Internally".

    A completed maintenance history for this product can be generated from Print Repair Transactions.

  Note: Any Work Order with a Deposit amount taken cannot be converted to an 'Internal' repair, and any Work Order already flagged as 'Internal' cannot take a Deposit.

  Closing the Work Order to Create W.O. Invoice:

  INVOICE DATE

  Accept today's date for the invoice or type in the desired invoice date.
  This date is checked to confirm that it is within the set Date Range Limits for invoices. This is set in Date Range Control with Module Code RSIH - INVOICES.

  
  UNPOSTED A/P INVOICES

  This warning information is triggered if any parts on the Work Order have been received on an A/P Invoice for use on this W.O. and the A/P invoice has not yet been posted, as outlined in Unposted A/P Invoices.
  The W.O. cannot be closed and billed until the A/P Invoice is posted.

  
  BACK ORDERED PARTS or BACK ORDERED PARTS ON P.O.

  A warning is triggered if the option to "Prevent Invoicing of W.O. with Parts on Back Order" is activated in Company Estimate and W.O. Parameters, and if any parts on the Work Order are not issued and are flagged as Back Ordered, or if any parts are waiting to be received on a P.O. that references this W.O.
  If the parts are Back Ordered, the W.O. cannot be closed and billed until the parts are issued.

  If the parts are on a P.O., the Outstanding Purchase Orders window is triggered displaying the P.O. information, and the W.O. cannot be closed and billed until the parts are received or the reference to the W.O. is removed from the P.O.

  
  INVOICE PER ESTIMATE

  The option to bill the Work Order according to the original Estimate is provided if the W.O. was converted from an estimate, and the option to "Invoice per Estimate" is activated in the Company Estimate and W.O. Parameters.

  Click NO to bill the customer for the charges logged on the Work Order even if they differ from the original estimate.
  Click YES to bill exactly per the original estimate, as outlined in Invoice per Estimate Discrepancy.

  
  CLERK

  The Clerk Confirmation pop-up is triggered to capture the operator information if the "Prompt for Clerk" is activated in the Company Security Parameters, and the clerk name will print on the document.

  
  FINAL INVOICE

  This prompt is only triggered if the feature to allow "Work Order in Progress Billing" is activated in the Custom Processing Parameters.
  Refer to Post Work Orders Work in Progress for more details.

  Click YES if the service on this W.O. is completed and the Work Order should be closed after this final invoice is generated.
  Click NO if this is an interim billing on labor, parts, and services committed to date, and if additional charges will be added to this W.O. to be billed again later.

  
  PRODUCT STATUS

  RESERVED UPDATE PRODUCT STATUS

  If the product has been assigned a 'Reserved' status, then this warning is triggered displaying the Product# and the Status.
  e.g. On Contract, On Delivery

  
  PRODUCT STATUS CODE

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

  The current status code for this product displays.
  Type in the new code for this product now that service is completed, or select from the valid codes in the Product Status Code Search.
  Only status codes having the same "Allow Depreciation" flag can be re-assigned.

  Any change to the Product Status Code is tracked in Status Code Change History for WOWH01B.

  
  DISCOUNT PROGRAMS

  Additional discount incentive programs can also be setup in Customer Discount Programs and assigned to preferred customers in Customer Information.
  If a customer is not eligible for his Discount Program at the time an invoice is created, a warning will be triggered on the screen to alert the operator.

  
  FIELD TICKET REQUIRED

  This processing only appears if the Field Ticket feature has been activated in the Company Invoice Parameters.
  Accept the default ticket or over-type it, and set the optional approval flag as outlined in the Field Ticket Required window.

  
  WORK ORDER INVOICE

  A setting in the Company Estimate and W.O. Parameters, can be set to suppress re-displaying all the product details on the W.O. invoice for On Account customers as parts details cannot be modified on the invoice anyway.

  • When "Suppress W.O. Invoice Details" is activated, the products screen is skipped and the Invoice Services and Totals screen is displayed.
    Parts used will always display for confirmation on Cash customer invoices.

  • If the W.O. has be closed to an invoice to bill the customer and the "Suppress W.O. Invoice Details" is not activated, or this W.O. invoice is for a Cash customer, the part used are displayed on the screen as outlined in W.O. Invoice Details, however no changes, additions or deletions can be made to a Work Order invoice.
    Click OK to view the Services, as outlined in Invoice Services and Totals.

  When finished, the program will return to WORK ORDERS.

  Note: The Work Order Cost & Revenue Calculation can be used to examine how the costs and revenue were calculated for the parts and labor.

• Save Open Work Order:
  Click OK to accept the Work Order without closing it and to exit the screen.

Modifying a Work Order Invoice

Once a Work Order has been closed and invoiced, the resulting W.O. invoice cannot be changed.

If the WO invoice is out of balance between details and the total it will be caught in error in Daily Close 1 and can be accessed only to fix it in Miscellaneous Invoices.
If changes are required and the invoice has not been posted in the Daily Close 1 program, then the invoice is still current and can be reversed. Make any changes to the original Work Order and then close the Work Order out to create a new Invoice.
The first invoice will be set to zero dollars with an invoice comment noting that the invoice was reversed. The date and operator are also noted.

Posting Customer Work Order Invoices

All invoices created through Work Orders are posted with Daily Close 1, Daily Close 2, and Daily Close 3. This means that Work Order Invoices are posted with the other invoices created from Contracts, Quotes, Reservations or Sales Orders.

If the charges for a W.O. are split between the customer, internal, and/or a warranty claim, the Invoice is generated for only the Customer's charges.
Any Warranty postings to Revenue and to the Vendor's warranty clearing account, post on the Daily Close with this Invoice.
Any internal split charges are converted to a Repair Transaction with Type S (SPLIT BILLING). These internal charges will post with the repairs on the Rental Journal Transaction portion of the next Daily Close 3.

Posting W.O. Repairs and Additions to Rental Fleet Equipment

G/L postings for internal repairs and additions on equipment will be included on the 'Rental Journal Transactions' report to post on the next Daily Close 3, as outlined in Close Internal Work Orders.

Holding Back Problem Invoices from Posting

To hold back a Work Order Invoice from posting with the regular Daily Close run, use Hold/Release Current Invoices and set the Hold flag on the specific invoice number.
An invoice marked HELD will be skipped during the Daily Close run, until it is released.

When the invoice is ready to post use the same program and remove the Hold flag so that the invoice can be picked up in the next Daily Close run.

Note: The Contract# displayed on this screen is actually the Work Order # for this invoice.

Warranty Claims

If a W.O. or portion of a W.O. charge, was entered using Split Billing as a warranty charge, the credit to warranty revenue and debit to the warranty clearing account, post in the Daily Close with the invoice.
This means even if there is no charge to the customer, a zero dollar invoice must still be generated from the W.O.
The warranty claim should then be manually submitted to the Supplier/Vendor.

The Warranty Claim Report can be used to help reconcile the warranty claims being processed.

If a claim is not accepted and will not be paid by the Vendor, the warranty revenue and clearing postings need to be reversed using Miscellaneous Journals.
If a claim is accepted as a credit to your account with the Vendor, enter a credit invoice in A/P Invoices, and distribute to the Vendor's warranty clearing account, as setup in Vendor Information.

If the non-bulk product is still under warranty per the Asset Tag Detail, a Warranty In Affect Alert is triggered when the W.O. header is completed.
The message can be customized by division in the Divisional Work Order Parameters.

ACTIONS:
Additional actions provided by buttons on the Work Orders screen include:

• Delete Work Orders:
  The DELETE button is only active when the role assigned to the operator in Operators has permission to delete Work Orders.
  The role permission is setup in Security Roles on the Security tab of Configure System Settings.

  This button is also disabled if the Work Order is currently assigned to or in use by a Texada Mobile unit.

  To delete an existing W.O. click the DELETE button before selecting the Work Order number, and proceed as outlined in Delete A Single Work Order.
  This delete utility makes permanent deletions of the entire W.O.
  A deletion record for function WOWH19A is generated to track the deleted W.O.#, date and operator code. The deletion record can be reviewed in Delete Log.
  A flag in the Company Security Parameters controls whether the individual details deleted from Work Order are also tracked in the Deletion Log.

  Bulk Delete Work Orders for same Asset:

  If there are duplicate Work Orders created for the same product for the same service work and there are no details on the W.O.s yet, they can be deleted in bulk using the Close Duplicate Internal Work Orders utility.
  A deletion record for function WOWH91 is generated to track the deleted W.O.#, date and operator code. The deletion record can be reviewed in Delete Log.

• Review Service Recommendations for the W.O.:
  The SERVICE REC button is only active when a selected Work Order is for a non-bulk rental product and the "Allow Service Recommendations" processing has been activated for the division in Divisional Work Order Parameters.
  Service recommendations for a W.O. can be reviewed in the W.O. Service Recommendations after the Work Order# for a non-bulk rental product is entered by clicking on the SERVICE REC button.

  This flag in the Divisional Work Order Parameters also triggers the service instruction notes for the equipment recorded in Service Recommendations to be displayed automatically as a reminder to staff, the next time the product is entered for service on a W.O.

  When a service recommendation detail is selected on the W.O. it is included in the W.O. comments and 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, and Fast-Track Work Order Labor.

• Link a File to this Document:
  After selecting a W.O. click the ATTACHMENTS button to review and set any File Attachments associated with this document.
  The link to an attachment 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 no attachments or if there are only attachments on the "Associated Tab".

• Assign an Inspection Form to this W.O.:
  After selecting the Work Order click the INSPECTIONS button to review and add any Inspection Forms in the Inspection Forms for Work Order window, that should be associated with the Texada Web service work required by this W.O.

  This button is only available when Texada Web has been activated in Logistics.

• Reverse a Work Order Invoice with a Credit:
  Click the CREDIT button to create a Credit W.O. Invoice by first creating a reversing Credit Work Order with negative values to match the original Work Order details as explained in Create Credit Work Order utility.
  Then bill this Credit W.O. to create a matching Credit W.O. Invoice.
  Customer billing is credited and parts used are returned to stock when the negative value is issued.

  To complete a correction after Crediting the W.O. Invoice, a copy of the original Work Order can then be generated as explained in Clone Work Order.

• Create a Copy of a Work Order:
  Click the CLONE button to create a duplicate of an existing Work Order as outlined in the Clone Work Order.
  This duplicate W.O. can be modified as required before billing.

  This can be useful if errors were made on a W.O. that has already been billed to a W.O. Invoice.
  The incorrect W.O. and W.O. Invoice need to be reversed Create Credit Work Order and a new W.O. needs to be created using Clone Work Order.
  Correcting adjustments can then be made before the new W.O. is rebilled.

• Restore Partially Posted W.O.:
  When a Work Order is being converted to an Invoice and there is an interruption in the data process such as the power failed, the Work Order is left hanging in a Current state even though an Invoice # has been assigned.
  To resolve this interim condition click the REMOVE INV # button and enter number of the Work Order in progress.
  When accepted the Invoice number will be removed from the W.O. and the W.O. can be rebilled as outlined in Remove Invoice Number.

  Note: This reverse tool only applies to fix a partially posted W.O. Invoice problem.
  The Reverse Work Order Invoices utility can be used to reverse a normal current Work Order.