Data Entry - WOUPWO
The Work Order Management (WO) Data Entry (WOUPWO) page is used to capture and show detailed work order information. The Main Information tab begins the definition process, followed by tabs Misc. Information, Address Information, Totals Information and then a Long Description tab. The next five data entry tabs are used for assigning the work order, assigning accounts, entering detailed estimates for materials, labor, equipment and other charges, entering comments associated with the work order and providing detailed instructions for the work to be performed.
Work Order: The primary identification of the work order. A Work Order seed value can be defined in NU Common Codes (NUUPCD), with a Category/Value of SYNO/WONO. Multiple seed values may exist. Each seed created must have a Code Category of SYNO and a Code Value that begins with "WONO" such as WONOIT or WONOTR. When seed value codes exists, use the Ctrl+T key combination to pull the next available seed value, or click on the ellipsis button to the right of the Work Order number field and select the desired seed option from the drop-down list that appears.
Description: A 30-character field for a short, one-line description of the work order.
Priority: A two-character field used to designate which work orders are more important. As this field does not affect processing in any way, it is used for inquiry and reporting purposes.
Status: All Work Orders are created with a code of AC for Active. All other desired status codes are user defined in the Work Order (WO) Codes (WOUPCD) page, with a Code ID of STAT. The status can be changed using the drop-down list.
Ledger: Select the ledger to be associated with the work order. The drop list will contain all the ledgers that have been defined within the GL General Information (GLUPGN) page or to the ledger(s) allowed within the user's security definition.
Main Information Tab
The Main Information Tab is used in creating a work order. It allows for as much or as little detail as is desired. System security can be configured to restrict users from populating or editing some of the data fields. In one scenario, a department user may have access to create the original work request, but not allowed to fill out any additional detail on the request apart from the description, location, etc. Through an approval hierarchy the department request is approved, at which time an estimator evaluates the request and fills in all of the missing details regarding the request.
Requested Date: The Requested Date field is automatically populated when a new work order is created. It is recommended that users be restricted via user security from changing this field once the work order has been created.
Requested By: The Requested By field is automatically populated with the User ID of the person creating the record when a new work order is created. The User ID can be overwritten with a value up to 20 characters.
Reason: Click the drop-down menu to select a Reason code from the drop list. Codes displayed are user-defined on WO Codes page, with a code ID of REAS.
Schedule Date: This calendar-enabled date field represents when the requestor expects the work to be started.
Contact: This 40-character, non-validated, field is optionally used to enter additional contact information. This field can be used to provide the name of the person the work order is being created for (in case it is different from the person who created it) or the person that is to be contacted to answer questions related to the work order.
Completion Date: The date the work order was actually completed.
Group: Groups are user-defined on the WO Codes page, with a Code ID of CATE.
Type: Click the drop-down menu to select a Type code from drop list. Codes displayed are defined on WO Codes page, with a Code ID of TYPE.
End Date: Enter the date that the work is estimated to end or select from the drop-down calendar.
Department: Click the drop-down menu to select the Department that will be assigned to perform the work on this work order. Codes displayed are user-defined on WO Codes page, with a Code ID of DEPT.
Location: Click the drop-down menu to select the Location of the work being performed. Location codes displayed are user-defined on WO Codes page, with a Code ID of LCTN.
Misc: Click the drop-down menu to select any miscellaneous coding for the work order. Miscellaneous codes displayed are defined on WO Codes page, with a Code ID of MISC.
Security Code: As user security profiles are defined, the default security code for a given user will default into this field when that user creates a new work order.
Miscellaneous Information Tab
Cust ID: Select the ellipsis to designate which outside source is paying for the work being done. This only applies if the work order is externally billable.
Asset ID: Select the ellipsis to indicate if the work order is for work to be done on a specific asset. In the future, this information becomes important for interfacing maintenance information into the Fixed Assets system. This field can be used for inquiry and reporting purposes to identify all work orders for work such as preventive or corrective work done on a specific asset.
EN Date: Reserved for future functionality.
EN Stat: Reserved for future functionality.
Int/Ext: This optional check box field is used to indicate if the work order is an internal or external work order. It has no specific functionality associated with it but can be used for inquiry and reporting purposes. Possible uses might include leaving the field unchecked if the work order is for an internal department and checking this field if the work order is for an entity outside of the organization.
Billable: This optional check box field can be used to indicate if the work order is billable to an outside organization. It has no specific functionality associated with it but can be used for inquiry and reporting purposes. Other possible uses might include using this field in conjunction with the Status field and Workflow to instruct the system to run the Post WO Activity to AR (WOUTAR) utility used to post work order activity to AR.
Cross Charge: Check this box if there will be a cross charge associated with this transaction.
Credit Account: Select the Cross Charge Credit Account from the drop-down menu.
Debit Account: Select the Cross Charge Debit Account from the drop-down menu.
Address Information Tab
Source Address: These fields are for general use to track the source of the work order (i.e., service request, etc.). While the fields have no specific functionality associated with them they can be used for inquiry and reporting purposes.
Location Address: This is additional information to describe the exact location where the work is to be performed. While the fields have no specific functionality associated with them they can be used for inquiry and reporting purposes.
Totals Information Tab
There are two uses for this tab. First, it allows for quick, non-detailed work order estimates, separating the estimate into its general categories (Materials, Equipment, etc.). Second, it can show totals calculated from either detailed estimates, or the actual work order transactions.
WO Definition Amounts: These fields are available for rough estimates of each type of detail. This page will prevent the user from entering data into these fields if there is corresponding detail information (e.g., If detailed labor estimates have been entered the total will appear in the center column, and the user will be unable to enter a general estimate in the Labor field).
Total Estimated Amounts: These totals are automatically calculated from the details that have been entered on the Details tab. ("Details" tab information later in this document.)
Total Actual Amounts: If work order transaction details have been entered in association with the work order, then those details will be automatically summed and grouped into these fields, based on detail type.
Long Description Tab
Long Description: If the description field is not long enough, this 197-character field can be used to store a longer description of the work to be performed. Use the <Enter> key for line breaks in text. Use <Shift> <Enter> keys to save text entered.
Any additional description should be entered into the Comments or Instructions tab fields, or attached via scanned in imaging or by entering a Threaded Note on the Attachments panel. (Refer to the Image Enabler product information for more details.)
Assignments Tab
Supervisor: A 25-character field to store the name of the supervisor for the work order.
Supervisor Phone: A 14-digit field to store the formatted area code and phone number of the supervisor for the work order. The formatting is automatic and based upon whether seven or ten digits are entered.
Team Contact: A 25-character field to store the name of the team contact for the team that will be performing the work; should there be one.
Team Contact Phone: A 14-digit field to store the formatted area code and phone number of the team contact; should there be one.
Requester Contact: A 25-character field to store the name of the work order requester contact.
Requester Contact Phone: A 14-digit field to store the formatted area code and phone number of the work order requester contact.
Location: A 67-character field to store a more detailed description of the location where the work is to be performed (e.g., an address, complete with room number).
Assign To: If the personnel assigned to the work order are known in advance, then their employee ID can be placed in these 12-character fields. This field does a lookup in the HR Employee Master (HREMEN) table.
Accounts Tab
The Work Order Accounts tab contains information about what account(s) will pay for the work performed. An unlimited number of splits are available. If the cost is to be split between multiple accounts, the total of the percentages entered must be equal to 100.
Percent Split: This numeric field is used to denote the percentage to apply to the corresponding account number.
Account Number: Enter the GL and/or JL account number. Account field supports fully qualified account strings, as shown. Click on the ellipsis to change the format or to lookup accounts.
Total Percent: This non-enterable field displays the total percentages currently allocated. It should always be 100% before completing the work order.
Details Tab
This tab is used to capture detail associated with the work order. Specifically, this page is used to enter estimates of the different types of items necessary for this task (e.g., materials, equipment, labor, and other costs such as those associated with work performed by third-party contractors). This information can be used on a report, to compare the estimated and actual costs associated with the work being performed.
Detail: Select the drop-down list to identify the type of detail. Valid entries are "EQPT," "LABR," "MTRL," and "OTHR." The entry in this field will determine the field name that displays directly below the Detail field to one of the following: Product ID / Labor Code / Equip Code / Other Code. Not only does the field label change, but also the source location used as the lookup and validation point is different. For Materials (MTRL detail type), the code validates against the BusinessPlus product database, defined within the PE Product Information (PEUPPR) page. For all other codes, the source is the WO Codes page.
Item: An eight-character field to store the number for a particular item on the work order. This field is automatically defaulted to the next available number for a given work order.
Warehouse: For material item details (type MTRL), this four-character drop-down list is available to indicate which inventory warehouse the item should come from. The warehouse chosen will be used to create the Stores/Inventory order when the Create SI Activity from WO (WOUTSI) utility is run.
FAID: When entering Equipment details (type EQPT), select the ellipsis to identify a specific asset to be used as equipment on a work order. Lookup and validation of this field is linked to the Fixed Assets database.
SSN: The SSN field may be used for unique ID tracking of labor (type LABR); it is not validated to any database. Manually enter data within the field.
Product ID / Labor Code / Equip Code / Other Code: The field name and lookup options for this field are driven by the selection made in the Detail drop list.
Product ID: When entering a "MTRL" detail, this 16-character field can be used to request a specific product for the work order. A lookup button is available that displays items from the BusinessPlus product database. Not only does it provide a place to enter a specific part number, it is also useful for defaulting the description, rate, and rate type. The description field can be overwritten in cases where a Product ID is not used. When a product code from the product database is used, the detail records can be used to automatically create a Stores/Inventory order when the Create SI Activity from WO utility is run.
Labor Code: If entering a "LABR" detail, the label for this field appears, and validates against the WO Codes filtering out WO Codes that have a LABR Code ID. It is also useful for defaulting the description, rate, and rate type information (if it has been defined) on the WO Codes for the labor code chosen.
Equip Code: This code validates against the WO Codes, with a Code ID of EQPT. It is also useful for defaulting the description, rate, and rate type information (if it has been defined) on the WO Codes for the equipment code chosen.
Other Code: This code validates against the WO Codes, with a Code ID of OTHR.
Qty: A six-character field to store the quantity of the given item on the work order.
Rate: An eight-character field designating the item rate. This rate is derived if using codes with rates defined on WO Codes page, or may be entered manually. A rate type field follows, which describes the rate (i.e., each, box, etc.). Note: When using a Product ID and Warehouse, the software will use the values from the Inventory Information (SIUPIN) page (Total FIFO Value / Quantity) to calculate the Rate value.
Overhead: This optional field is used to add a cost to the work order to offset the overhead costs associated with processing the work order. The overhead rate is defined in two fields. The first field is used to select a predefined overhead rate. Select the drop-down list to choose the predefined overhead rates that are created in the WO Codes page, with a Code ID of OVER. Overhead rate can be a percentage of the item total or a flat rate. When the desired rate code for the work order is selected from a drop-down list of available rates, the amount is calculated and placed in the second field. A flat rate may also be assigned manually; the drop-down field is left blank and the flat rate amount is entered into the second field.
Item Total : This non-enterable field displays the extended amount of the item, factoring in quantity, rate, and overhead.
Material / Equip / Labor / Other Total: This non-enterable field displays the extended amount of all items linked to the current item type. For instance, if entering/browsing a MTRL detail, the total displayed will be for all materials tied to the current work order. This value is displayed on the Totals Information tab in the Total Estimated Amounts column.
Comments Tab
Comments Field: This field allows for an unlimited number of additional comments to be attached to the work order. These comments can be viewed using this page, or printed on a work order using CDD. Comments are normally entered to record observations made during the work performed. An example of this might be to record additional issues discovered during preventive maintenance work that might require another corrective maintenance work order to be created to correct. It might also be used to identify additional materials or labor needed to perform the work that was not included in the original estimates that would help to explain why the actual costs exceeded the estimated costs.
Instructions Tab
Instructions Field: This field allows for an unlimited number of instructions to be attached to the work order. These instructions can be viewed using this page, or printed on a work order using CDD. This tab is often used to identify standard operating procedure steps performed during preventive maintenance activities but may also be used to define steps to be performed to complete corrective maintenance activities. Any additional information not contained in Comments or Instructions should be attached via scanned in imaging or by entering a Threaded Note on the Attachments panel. (Refer to the Image Enabler product information for more details.)
Links, Attachments and Tools Tabs
The side menu bar is a gateway to useful pages, functions, and complimenting features of the Work Order Data Entry page data.
Links
Work Order Data Entry page provides links to the Encumber Work Order (WOUTEN) utility and the Disencumber Work Order (WOUTDE) utility, on the left screen panel.
Attachments
Attachments made to the Work Order will be found on this panel.
Tools
The Copy Work Order tool provides the ability to create a new work order by copying an existing one.