Work Order

Introduction

The Work Order (WO) module tracks all information pertaining to a work order, from the original user request to detail estimates, online approvals, assignment of resources (both personnel and equipment), the capturing of work order activity, and the closing of the work order itself.

The system is specifically designed to handle the internal tracking of expenses related to preventive and corrective actions.  The work orders can be applied to various activities such as:

• Facilities or Ground Maintenance — Track activities regarding the personnel performing the maintenance actions, parts or services requiring repair, etc.
• Print shop/duplication center
• IT/IS — Budgets for IT project work are set aside in purchasing departments

Features

• Work Order Management was designed to encompass the work order definition, detail estimation, work order processing, work order billing and chargeback.
• All information pertaining to the work order is included from the original user request to detail estimates, online approvals, assignment of resources (both personnel and equipment), the capturing of work order activity, and finally the closing of the work order itself.
• While creating new work orders, the user can inquire other BusinessPlus applications for information: 
  • Materials available in the warehouse.
  • Staffing and rate information from payroll.
  • Equipment from the fixed asset system.
• All activity begins with the WO management module: status of the order, posting of charges to the GL, billing costs to customers from AR, posting of maintenance and improvement cost of fixed asset items.
• Tracking and billing:
  • Handle one-time-only and recurring work orders.
  • Automatically create and schedule recurring orders.
  • Create separate billings flags for labor, equipment, tools and materials.
  • Create multiple levels of online approvals.
• Links to other modules:
  • General Ledger
  • Accounts Receivable
  • Stores Inventory
  • Encumbrances
  • Fixed Assets
  • Payroll
• Flexibility:
  • Create all items necessary for a work order by referencing a work order template code.
  • Utilize large text sections for instructions and miscellaneous comments.
  • Create an automated process to systematically schedule recurring work orders, such as inspections.
  • Enter the maintenance frequency, store the last maintenance date, as well as the next scheduled maintenance date.
  • Create an encumbrance record for the work order and control expenditures against that total.
  • Based upon the code, all staff, equipment, tools and materials necessary for the work order will be listed as the defaults on the page.
• Code tables:
  • Available for work order standards, material rates, tool rates, equipment categories and work order types.
• Available standard reports include:
  • Online inquiries on all code tablets, WO requests, approved work orders, and other general information.
  • Work order requests, approved work orders, and completed work orders including all comments.