Enter Work Orders

OBJECTIVE

The Enter Work Orders option lets you monitor work costs under one identification number. If necessary, these costs can be invoiced by direct invoicing of the work order or through invoice preparation. Items can also be invoiced if they are not necessarily costs, but flat-rate items.

Bonuses can be configured in the Configuration tab and they can be displayed in the Enter Hours tab. It is possible to reopen a closed work order by clicking the Reopen this Work Order icon. It is possible to define the Work Order Approval Report Format by selecting the format to be used in the General tab in Configuration – Work Order. There are two formats available: Format 1 and Format 2. If the Allow to close a work order even if there are non-transferred transactions option is selected, a work order can be closed during the final transfer even if some existing transactions have not been transferred. This configuration is available in the General tab of the Configuration – Work Order option. The Document Management function is used to save documents that are related to the work order.  These can be printed or sent by e-mail at the same time as the Invoicing Analysis report.  To do this, the document must be linked to a document category that has been defined for this purpose.  Refer to the Define Document Categories help topic. Many other default and other functions are available in the Configuration tab.

 

PREREQUISITEs

• Configuration
• Customer Management
• Define Work Order Types
• Define Priorities
• Employee Management
• Catalogue Management
• Security Management (Access Restrictions)

 

ICONS

Enter Work Order option icons

Icon Title Action Inventory Inquiry Allows user to inquire on inventory for a selected item. Equipment Inquiry Allows user to inquire on a selected equipment from the Maintenance and Repairs tab. Add multiple items from catalogue Allows user to add multiple items from the Material Used tab. Reservation Search Allows the user to do a search to verify if there is a reservation for an item entered in the Material Used tab. NOTE: The icon is only available when the Material Used tab is selected. Direct Invoicing Allows user to access the direct invoicing, only for invoicing contract work orders. Selling Revision Displays the selling revision screen, where the user can select the default reference, from the following choices: All transactions for billable activities. Only the transactions when status is chargeable. All transactions on billable and non-billable activities. All transactions selected as Non-Billable manually. All transactions selected as Non-Billable by the system. Show readings that determined this hourly rate Displays the readings that determined the hourly rate for the line selected in the Hours tab. Reopen this work order Allows user to reopen a work order with a Closed status. Copy Quotation Allows user to copy the selected quotation in order to : Create a Work Order from this Quotation. Create a new Quotation from this Quotation. Copy Default Reference Allows for the Default Reference to be copied to the lines in the breakdown. Automatic insertion according to the dispatch Allows user to import dispatches. Configuration Allows user to configure the functionality of the work orders.

 

Summary

The user can also create work orders or work orders quotations in this screen if the Quotations from Work Orders module is installed.

Click one of the links to access any of the sections directly:

• Create a work order
  • Add material used from a kit
  • Direct Invoicing
• Create a quotation work order

 

Steps

maestro* > Projects > Work Orders > Processing > Enter Work Orders

 

Create a work order

1. Enter the required informaiton in the general section of the work order:

Field	Description
W/O No.	Work order number. This is usually the number used internally. NOTES: User can define a general counter for the W/O No. field in Configuration for Work Orders or by accessing Security Management by user, Access Restriction tab, Work Orders section, Security Management counters. By default, maestro* applies the format and counters from Configuration if it does not find a counter in the user's settings. Otherwise, t maestro*displays a window in which the user's counter or the counter in configuration can be selected. Although the number can be generated automatically, it can also be entered manually. If entered manually maestro* will not overwrite it even if the configuration is set to generate a number.
Description*	Summary description of the work order.
Project*	Project affected by the work order. NOTES: Available projects are displayed based on access to projects in Security Management. You can set a default project by clicking the Configuration icon.
Customer	Customer for whom the work is done. NOTES: This field is used to select a customer from Customer Management. If a customer is linked to the selected project, the customer is entered automatically. When you select a customer, the billing and work site address from the Detail tab are displayed automatically. If no customer is linked to the selected project and if the selected project is a sub-project, maestro*displays the customer from the master project if a customer has been identified in Invoicing Contract (W/O) and if the Include Sub-projects box is checked. If an invoicing project has been defined for the project entered and if the selected invoicing method is at “Date,Unique W/O” or “Unique W/O, Multi Customers”, maestro*requires the posting of a Customer. If the Credit Limit Management is activated in Invoicing-Configuration and thecustomer'scredit limitis exceeded,it will be impossibleto save thework order.
W/O Type	Used to select a work order type using the Define Work Order Types option. NOTES: A separate form can be associated with each work order type. If you associate a type with the work order, work orders can be filtered by type in Work Order Dispatch.
Contact	Allows user to select the person to contact for this work order.
In Charge	Used to select the person responsible for work in Define Employees. NOTES: The responsible person can be defined as the default employee in the Hours tab by checking the Use responsible person as default employee box in Configuration. Available employees are displayed based on access to employees in Security Management.
Quotation	Quotation number from which the work order has been created. The said quotation appears when clicking on the link. The Service Quotation option must be activated.

2. Enter the required information in the Work Order tab:

Field	Description
Status	Status of the work order. The statuses available for the user include: Reserved, Open, Confirmed, Approved and Final app (Final Approval). NOTES: The Assigned and Closed statuses are assigned by maestro*. A default status can be defined for new work orders by clicking the Configuration icon.
Accepted	Used to accept work orders in order to be able to transfer them. NOTE: The default value of this field may be defined in the WO Acceptance Status field in the General tab of the Configuration – Work Order.
Acctg Date	Date on which the work order was posted.
Start Date	Date on which the work starts.
Close Date	Date on which the work order is closed.
Follow-Up	Enter the work order’s date.
Priority	Used to select an execution priority for the work order in Define Priorities.
Progress Status	Used to select the progress status of work using the Define Progression State option. NOTE: If you associate an advanced status with a work order, you can filter work orders by advanced status in Work Order Dispatch.
Salesperson	Salesperson associated with the work order. NOTE: This salesman code is transferred to the invoice created during invoicing. If no salesman was specified in the work order, maestro* uses the salesman specified in Customer Management.
Zone	Used to select an area using the Define Areas option. NOTE: If you associate an area with a work order, you can filter work orders by area in Work Order Dispatch.
Purchase Order	Customer’s purchase order number. NOTES: Depending on the configuration in the Order No. Mandatory field in Customer Management, you can prevent the transaction from being saved or display a warning if the customer order number is not provided. By default, the project purchase order is applied.
Default Reference	Used to enter a reference number that will be used as the default value in the Reference columns in the breakdown tabs. NOTES: The reference number can be used in the invoicing of work orders. You can copy the default reference for transferred or untransferred transactions to the breakdown lines on the work order by clicking the Copy Default Reference icon. Maestro* will copy the default reference to all transactions on the work order as well as to all other transactions related to the work order, regardless of where they were entered.
Print	Work orders set to Yes are available for printing using the Print Work Orders option. Work orders set to No are not available for printing using the Print Work Orders option.
Do not exceed	Displays a maximum amount not to exceed when invoicing a work order. NOTE: For information purpose only.
External W/O No	Reference number external to maestro* linked to the work order (for example, the customer’s work order number or the pre-printed form number).
Original W/O	Original work order. NOTES: You can link a work order to a previously opened work order. This field is not displayed if the work order was created from a quotation work order.
Quotation Link	Link to the quotation used to create the work order. NOTES: This field cannot be edited and is only displayed if the work order was created from a work order quotation.

1. Detail sub-tab:

Field	Description
Address No.	Customer’s billing address number. NOTES: In the other fields in this section (name, address, etc.), maestro* displays the address entered in the Invoicing Information tab in Customer Management. If no invoicing address is specified here, the customer’s address is displayed. You can configure multiple billing addresses for a given customer using the Define Customer Addresses option.
Location	Location for the work. Available values. Alternate Used to create a temporary address. Contact Makes it possible to use an address associated with a contact in Contact Management. Customer Lets you use an address from Customer Management. Project Lets you use an address from Project Management. NOTE: By default, maestro*enters the project for the work order. The project can be different from the one on the work order.
Specification	Provides access to databases linked by function to the selection in the Location field.

 

Lower portion is a memo field. This field is used to enter a detailed description of the work that can be printed on the forms.

2. Hours sub-tab:

The sector, years of apprenticeship, appendix, region, union code and shift fields, fields related to equipment, DWRB activity, comments, costs, counters 1 and 2 and reference are not visible by default. To make them visible, click the right mouse button and click on the Configuration option. You can verify the source of an hourly rate line-by-line by clicking on the Show readings that determined this hourly rate icon. (Refer to the appendix under the document Operation and configuration for payroll for additional information on the order in which hourly rates are read.)

 

Field	Description
Date	Date on which the work will be done.
Employee, Name, Trade, CSST, DWRB Activity	Employee's code. NOTE: When you enter the employee's code, several fields are completed automatically from information entered in Employee Management.
Sector	Sector to which the hours will be applied.
Trade	The employee’s trade code. By default, maestro* displays the trade code specified in the Trades and Unions tab in Employee Management, if applicable.
Years or level	The employee’s years or level for the selected trade. By default, maestro*displays the years or level specified in Employee Management.
Annex	Annex for the project by default. By default, maestro*displays the annex specified in Project Management; otherwise, it uses the annex identified by default in Employee Management.
Region	Region code where the work was performed. By default, maestro*displays the region code specified in Project Management; otherwise, it uses the region provided by default in Employee Management, if applicable.
Union Code	Union code used. NOTES: If the union code is specified in Project Management in the Define Unions by Trade Code tab, maestro* displays the union code. If no union code is specified for the project, maestro*uses the union indicated in Define Regions. Otherwise, maestro*uses the union specified in the Trades and Unions tab in Employee Management or the default union code in Employee Management. The union code is not mandatory.
Shift	Work shift. NOTES: You can find the hourly rate associated with a shift if the hourly rates are entered by shift.
Hourly Rate	Displays the hourly rate for employee selected.
Beg Hr	Start time for the work. NOTE: This field is optional.
End Hr	Time the work must be completed. NOTE: This field is optional.
Hours	Number of hours at regular time.
Overtime	Number of overtime hours.
Double	Number of hours at double time.
Bank	Hours to be assigned to the employee's banked hours. NOTE: When transferred, these hours are type Z in the Hours option. They are therefore calculated in the cost of the project. However, in terms of payroll, they are accumulated in the employee's banked hours.
Activity	Activity linked to the entered hours.
Group	Labour expense group.
Employee Billable Hours	Hours to be invoiced. These values will be used if the work order is to be invoiced to a customer by using Direct Invoicing or Invoice Preparation (W/O) options.Available values. Enter Hours Number of hours to be invoiced at regular time. Overtime Number of hours to be invoiced at time-and-a-half. Double Number of hours to be invoiced at double time. NOTES: These columns may or may not be available depending on the User will be able to change the billable quantities in Work Order entry setting. This setting is available in Security Management, Access Restrictions tab, Projects section, Work Orders sub-section. If the setting is checked, to display these columns, the user must also enable display when entering work orders using the Configuration function in the breakdown grid. You can change the billable hours after they are transferred as long as the work order has not been closed and no invoices exist for the work order in question. If no billable hours have been entered manually, maestro*uses the number of hours worked by the employee to determine the hours to be invoiced. To be able to enter billable hours at regular time, you must have hours worked at regular time. The same principle applies to being able to enter billable time at time and a half or double time.
Equipment Code	Code for the equipment used to carry out the work. NOTES: If a Default Equipment Code is entered in the Other Modules tab in Employee Management, it is displayed automatically on the same line as the hours entered. You must complete the hours for equipment. If multiple equipment codes are entered in the Other Modules tab for Employee Management, they are displayed automatically below the line that contains the employee's hours, if the line is completed.
Equipment Hours	Number of hours assigned to the equipment. NOTES: As soon as a modification occurs in Hours, Overtime, Double and Bank columns, of Employee Hours of Employee Billable Hours, the Equipment Hours and Equipment Billable Hours will be updated. The value of this column can be modified manually, but the system will no longer consider the addition of values in other columns (unless one of these column is modified again).
Activity	Activity linked to the equipment.
Equipment Group	Group linked to the equipment.
Equipment Billable Hours	Hours to be invoiced for equipment. NOTES: This column may or may not be available depending on the User will be able to change the billable quantities in Work Order entry setting. This setting is available in Security Management, Access Restrictions tab, Projects section, Work Orders sub-section. If the setting is checked, to display this column, the user must also enable display when entering work orders using the Configuration function in the breakdown grid. As soon as a modification occurs in Hours, Overtime, Double and Bank columns, of Employee Hours of Employee Billable Hours, the Equipment Hours and Equipment Billable Hours will be updated. The value of this column can be modified manually, but the system will no longer consider the addition of values in other columns (unless one of these column is modified again). You can change the equipment billable hours after they are transferred as long as the work order has not been closed and no invoices exist for the work order in question. This value will be used if the work order is to be invoiced to a customer by using Direct Invoicing or Invoice Preparation (W/O). If no time is entered in Equipment Billable Hours, maestro*uses the equipment hours to calculate the equipment hours to be invoiced.
WC/CSST Activity	W/C - CSST activity. NOTE: By default, maestro*displays the CSST activity code entered in Employee Management. However, if a CSST code is assigned to the project activity entered, it has priority.
DWRB Activity	DWRB Activity. NOTES: This activity applies only to electricians. By default, maestro*displays the DWRB activity code entered in Employee Management and Time Management. However, if a DWRB code is also assigned to the project activity entered, it has priority.
Employee Transferred	Indicates that the hours entered on the work order have been transferred. NOTES: The transferred hours are then available in the Enter Hours option for processing the payroll. Hours for an employee or piece of equipment can be transferred separately when transactions are transferred.
Equipment Transferred	Indicates that the hours entered on the work order for the equipment have been transferred. NOTES: The transferred hours are then available in the Enter Hours option for processing the payroll. Hours for an employee or piece of equipment can be transferred separately when transactions are transferred.
Comment	Comment related to entered hours.
Bonus	All the bonus codes selected are displayed in columns. Greyed-out The checkbox displays a red check. The greyed-out box displays a grey square. bonus statuses in work orders indicate that the software will charge this bonus to the employee payroll, instead of adding it. NOTES: The quantities entered for the income type bonuses are considered as hours. They are therefore included in the total hours used to calculate the quantity to assign to the "Qty of Hours" bonus type. It is possible to configure the bonus from the Configuration screen, under the Configuration of bonus columns section.
Cost	Total cost corresponding to the line cost.
Counter 1 and 2	Counter for equipment in the Equipment module.
Reference	Text field for information purposes only. NOTES: This field is not transferred to the Enter Hours option when work orders are transferred. The reference number can be used in the invoicing of work orders.
Hours Transaction Pointers	Identifies the counter for the hours transaction created when employees’ hours were transferred.
Equipment Transaction Pointers	Identifies the counter for the equipment transaction created when equipment hours were transferred.

 

The grid may contain additional columns if bonuses were configured in Configuration.

3. Material Used and Items to Bill sub-tabs:

The Items to Bill tab is linked directly to invoicing. All of these fields must have been completed using the Catalogue Management option.

 

Field	Description
Activity	Expense (equipment) or income (item to bill) activity. NOTE: By default, the expense activity code displayed for an item consisting of material to be used from a kit (included in items to be invoiced) is in the following order: expense activity for the kit material item activity default expense activity for the material on the work order
Group	Expense (equipment) or income (item to bill) group.
Inventory Code	Product code from Catalogue Management. If the item is a kit, see section Add material used from a kit. NOTES: Maestro*displays all catalogue codes for equipment used, except for items intended for sale only. For items to be billed, maestro*displays catalogue codes for products that are sold or assembled only.
Description	Description associated with the item in the catalogue. NOTE : If the Cost Management mode is set to Variable, it is possible to modify the desccription of an item. The cost mangement mode of an item is configured in the Accounting section of the Catalogue Management.
Manufacturer’s Part Number	Displays the manufacturer’s part number if completed in Catalogue Management.
Unit	Conversion unit. NOTE: The unit varies based on the factor entered in the item in the Catalogue Management option.
Account	Account to which income from the item to be billed is posted.
Site	Site on which the item is located.
Location	Actual location of the item in maestro*.
Characteristic	Item characteristic.
Identification	Item identification. NOTES: If the item is managed by serial number, you can enter the serial number for the item used in this field. If the transfer method for the material is set to 1 - Inventory-to-Project Transfer, this field is mandatory if the item entered is managed by serial number. This setting is available in Configuration in the Work Orders module, General section. For other material transfer methods, it is not necessary to specify the serial number. You can also enter a quantity greater than 1.
Reservation No.	Reservation number. NOTE: This number can be entered manually by the user.
Estimated Qty	Estimated quantity required for the work order. NOTES: To determine the profitability of quotation type work orders, the user uses the estimated quantity if the quantity is zero, in the following areas: Work Order Gross Margin, Work Order Inquiry. To determine the quantity of items that will be eventually charged on the quotation type work orders, the user always uses the estimated quantity (to establish the potential income). For the work orders that are not for quotations, this quantity is not actually used. It can therefore be used for different needs (printing of "theoretical" quantities on the forms, for example) without it having any consequence in the treatment of the work order.
Quantity	Actually used.
Qty Used	Quantity to be invoiced for material. This value will be used if the work order is to be invoiced to a customer by using Direct invoicing or Invoice Preparation (W/O). NOTES: This column may or may not be available depending on the User will be able to change the billable quantities in Work Order entry setting. This setting is available in Security Management, Access Restrictions tab, Projects section, Work Orders sub-section. If the setting is checked, to display this column, the user must also enable display when entering work orders using the Configuration function in the breakdown grid. You can change the quantity of billable hours after they are transferred as long as the work order has not been closed and no invoices exist for the work order in question. If no billable quantities are entered, maestro*uses the quantity entered in the Quantity column to calculate the quantity to be invoiced.
U.P.	Unit price of the part. NOTE: This field is only available if the Cost management method for this item is non stock, undefined or variable.
Inv. Unit	Unit of measure associated with the inventory quantity in Catalogue Management.
Transferred	Indicates that the entry has been transferred.
Valid Warranty	Indicates whether the used equipment still has a valid warranty. NOTE: This field is linked to the Equipment module.
Enter a Requisition	Requisition number associated with the work order. This field is completed automatically when the work order is transferred if the “Equipment Transfer” parameter is set to Requisition.
Order Number Ext. No. Order Line No.	Reference from the Stock Order from Catalogue option. This field is completed automatically when the work order is transferred if the “Equipment Transfer” parameter is set to “Stock Order from Catalogue”.
Reference	Work order reference. NOTE: The reference number can be used in the invoicing of work orders.
Specific Selling Price	Makes it possible to enter prices manually. NOTE: There is no automatic price display in the Catalogue Management, Define Customer Pricing, and Maintain Price Lists options.
Transaction Pointers – Inventory-Project Transfer	Displays the transaction number of the inventory-project transfer. NOTE: This field is completed automatically when the work order is transferred if the Equipment Transfer parameter is set to Inventory-Project.
Transaction Pointers – Project	Displays the transaction number for transfers between projects. NOTE: This field is completed automatically when the work order is transferred if the Equipment Transfer parameter is set to Inventory-Project and the Inventory-Project transaction has been transferred.

 

The Selling Revision icon is available if the project specified in the work order was defined as an Invoicing Project(which exists in Invoice Contract W/O) and its invoicing method is not Direct.

4. Tasks sub-tab:

The Tasks tab makes it possible to add various tasks to work orders. These tasks come from the Define Work Order Tasks option. It is also possible to add spontaneously created tasks to the grid, even if they do not come from the Define Work Order Tasks table. The detail pertaining to the completion of a task can come from maestro*MOBILE, such as the data on which the task was completed, comments, or photos (documents).

 

Field	Description
Work Order Task Code	Displays the task code. Use the icon to select a code in the table. NOTE: if a task is created spontaneously for a work order and does not come from the table, this field will be empty.
Description	Displays the task description.
Notes	If a note was created for a task in the Define Work Order Tasks option, an icon is displayed.
Date Required	Used to enter the date on which the task needs to be done.
Deferred	Indicates that a task has been deferred.
Completed	Indicates that a task has been completed.
Date Completed	Indicates the date on which the task was compelted.
Documents	Used to access the documents linked to a work order task. For example, pictures or digital documents.
Comments	Contains comments pertaining to the task, if applicable.

5. Maintenance and Repair sub-tab:

The Maintenance and Repair tab is linked directly to the Preventive Maintenance module. Some of the information in this tab may be from Generate Work Orders in the Preventive Maintenance module.

 

Field	Description
Equipment	Equipment code for maintenance or repair.
Category	Preventive maintenance category of the equipment.
Maintenance	Code for the maintenance to be performed containing the tasks to be carried out.
Repair	When the box is checked, indicates that the work order is a repair.
Maintenance Initialization	Indicates when each task was last performed. NOTE: To be checked if this is the first maintenance task entered in the maestro* system.
Type	Type of equipment from Define Equipment Types. NOTE: This field is provided for information purposes.
UM1	Allows you to enter the counter value for the equipment during maintenance activities. NOTE: A field to enter the second equipment counter can be displayed if necessary.
Project	Project number to which the equipment is assigned.
Location	Maintenance location from Location Management.

Task to complete section

Field	Description
Compliant	Indicates that the verification or maintenance complies.
Not Compliant	Indicates that the task is not compliant.
Done	Indique que la tâche a été effectuée.
Not Completed	Indique que la tâche n'a pas été complétée.
Not Applicable	Indique que la tâche d'entretien ne s'applique pas.
Comments	Permet d'inscrire un commentaire à propos de la tâche d'entretien. Le commentaire peut aussi provenir de maestro*MOBILE.
Code	Code for the task.
Description	Description of the task.
Interval 1 Interval 2	Interval between two maintenance tasks, based on counter 1 or 2. Example: Change the filter every 6,000 km making the interval 6,000 km.
No. of Months	Number of months between two maintenance tasks.
Time	Time required for the task.

6. Brake and Tire sub-tab:

The Brake and Tire tab is linked directly to the Preventive Maintenance module.

 

Field	Description
Equipment	Equipment code
Equipment Type	Type of equipment from Define Equipment Types. NOTE: This field is provided for information purposes.
Vehicle Type	Type of vehicle.
Camshaft Rotation	Number of degrees for rotating the camshaft.

Brake and Tire Measurement section

Field	Description
Outside Tire	Measurement of the outside tire.
Brakes	Measurement of the brakes.
Inside Tire	Measurement of the inside tire.

7. Production Resources sub-tab:

This tab is linked to the Production Resources module and is only displayed if the module is installed.

 

Field	Description
Resource	Resource code.
Description	Description of the resource.
Mode	Identifies the resource method. NOTE: The method is specified when the resource is created.
Maximum Qty	Indicates the maximum capacity of the resource for a given time period. NOTE: The maximum threshold is specified when the resource is created.
Qty	Quantity of the resource required.
Delay	Time required for the resource.
Function	Specifies the function of the resource. Available values. O-Other The resource is used for other functions. D-Disassembly The resource is used for disassembly. A-Assembly The resource is used for assembly.
Date	Required date for the resource.
Time	Time required for the resource.
Status	Used to specify the status of the resource. Available values. 1 - Not contacted The resource has not been contacted. 2 - Contacted but not confirmed The resource has been contacted, but has not confirmed his or her presence. 3 - Confirmed The resource has been confirmed.
Note	Allows you enter a note about the resource.
Amount	Displays the cost of the resource.

8. Orders tab: This tab displays all catalogue orders linked to the work order.

Depending on the security level, you may drill down to obtain more information about the order or the supplier. An icon appears when Stock Order from Catalogue is linked to a work order.

3. The Additional Fields tab lets you enter additional information in reference to the work order.

The Additional Fields (X) tab lets you enter additional information on the work order based on the work order type selected in the W.O. Type field. The X is replaced by the code for the selected work order type. The structure of the additional fields is from Define Work Order Types. They are also available in the list generator, related grid, tool tips, document management and can be printed on work order forms.

4. The Dispatches tab is used to view dispatches on work orders with the Work Order Dispatches option.
5. .The Quotation tab allows to view the quotations which were created through the work order, thanks to the Service Quotation module. These said quotations can be opened by making a double-clic on the lines in the grid.
6. Click Save.

A message may be displayed on the screen: Cannot save!This work order has been changed or transferred by another user and the user cannot save the work order. This message is displayed if two users try to modify the work order at the same time and one of them has already saved the work order when the other user tries to save it. In this case, the user who cannot save must exit the work order and re-enter the changes. To avoid having to re-enter everything manually, the user can also copy his changes before exiting the work order, and paste the information after reloading the work order.

 

Maestro* may refuse to save hours if the hour transfer method is set to 2 - Balanced and if the Closure of the auxiliary (hours) column in Set Pay Periods is checked. This setting lets the administrator prevent the entry of hours in a payroll period that has already been calculated. For more information, please refer to the procedure named Preventing the entry of hours in backups for pay periods that have already been calculated.

Add material used from a kit

This feature applies to items whose Status corresponds to Kit in the Catalogue Management option.

1. In the Material Used tab, enter the kit's inventory code in the column or click on the icon to select a kit through the Select a record window. The Component Selection window opens.
2. Enter the amount of kits (Quantity) needed in the work order.
3. Check the kit items to include in the work order.
4. Click on Select.
   
   All chosen kit items will automatically be added to the work order.
5. Save the work order.

Direct Invoicing

In Direct Invoicing, the Configure Invoicing Project option lets you enter a range of invoicing activities. This function is used to invoice all transactions from the Hours and Material Used tabs, charged to activities within this range.

In the Direct Invoicing option, if the columns Selling Qty, Selling Unit, Discount %, U.P. or Non Billable are changed and a sale has been transferred, columns containing the selling and profit values on the Invoicing Analysis report are no longer displayed.

The Direct Invoicing icon is available if the invoicing method is defined as Direct in Invoicing Project.

The Direct Invoicing icon can be disabled in Invoicing Contract (W/O) if the Block direct invoicingand require the transfer of material from a work order to an inventory-to-project transfer field is checked.

 

Create a quotation work order

This function is only available if the Quotations Work Orders module is installed and if the user has been granted access through Security Management to the quotation status in work orders. Before using quotation work orders, refer to help by pressing F1 for the procedure on Creating Quotations from Work Orders. The fields completed in the quotation are copied to another quotation or to the work order if the user clicks the Copy Quotation icon.

1. Click the Display Quotations icon.
2. Enter the required information in the Quotation tab:

No fields are mandatory in the quotation status.

 

Field	Description
Quotation	Number of the quotation. This is usually the number used internally. NOTES: You can define a general counter for the Quotation field in Configuration for Work Orders or by user in the Access Restriction tab, Work Orders section, Security Management counters. By default, maestro* applies the format and counters from Configuration if it does not find a counter in the user's settings. Otherwise, maestro* displays a window in which the user's counter or the counter in configuration can be selected. However, if -1 is entered in configuration for the work order quotation counter, it has priority over Security Management because maestro* is asked to use the same counter as for work orders. Although the number can be generated automatically, it can also be entered manually.
Description	Summary description of quotation.
Project	Project affected by the quotation. NOTE: Available projects are displayed based on access to projects in Security Management.
Quote Date	Quotation opening date.
Customer	Customer for which the work is done. NOTES: This field is used to select a customer from Customer Management. If a customer is linked to the selected project, the customer is entered automatically. When you select a customer, the billing and work site address from the Detail tab are displayed automatically.
Zone	Used to select an area using the Define Zones option.
W/O created	Displays the number for the work order created from the quotation.
P.O.	Customer’s purchase order number. NOTE: By default, the project purchase order is applied automatically.
Status	Identifies the work order as a quotation.
W/O Type	Used to select a work order type using the Define Work Order Types option. NOTE: A separate form can be associated with each work order type.
Priority	Used to select an execution priority for the work order from Define Priorities.
Sub-status	Status of the quotation. The statuses available for the user include: Entered, Submitted, Accepted, Rejected, Pending and Cancelled. NOTE: The sub-status is used to sort the quotations and display them in the transaction summary grid by sub-status.
Salesperson	Salesperson associated with the quotation.
Prog. State	Used to select a progress status for the quotation from the Define Progression States option. NOTE: When you assign a status to the quotation, you can filter the orders by progress status in the list generator.
In Charge	Used to select the person responsible for the work from the Employee Management option. NOTES: The responsible person can be defined as the default employee in the Hours tab by checking the Use person in charge as default employee box in Configuration. Available employees are displayed based on access to employees in Security Management.
Default Reference	Used to enter a reference number that will be used as the default value in the Reference columns in the breakdown tabs. NOTE: The reference number can be used in the invoicing of work orders.
Print	Work orders set to Yes can be printed using the Print Work Orders option. Work orders set to No cannot be printed using the Print Work Orders option.
Activity	Activity that will be used by default for costs related to the current work order.
Group	Group that will be assigned by default to costs for the current work order. NOTE: Groups are created in Define Cost Groups for projects.

1. Detail tab:

Field	Description
Address No.	Customer’s billing address number. NOTES: By default, maestro* displays the address in Customer Management. You can configure multiple billing addresses for a given customer using the Define Customer Addresses option.
Location	Location for the work. Available values. Alternate Used to create a temporary address. Contact Makes it possible to use an address associated with a contact in Contact Management. Customer Lets you use an address from Customer Management. Project Lets you use an address from Project Management. NOTE: By default, maestro*enters the project for the work order. The project can be different from the one on the work order.
Specification	Provides access to databases linked by function to the selection in the Location field.

 

Lower portion is a memo field. This field is used to enter a detailed description of the quotation that can be printed on the forms.

2. Hours tab:

Field	Description
Employee, Name,	Code and name of the selected employee. NOTE: When you enter the employee's code, several fields are completed automatically from information entered in Employee Management.
Trade	The employee’s trade code. By default, maestro* displays the trade code specified in the Trades and Unions tab in Employee Management, if applicable.
Enter Hours	Number of hours at regular time.
Activity	Activity linked to the entered hours.
Group	Labour expense group.
Equipment	Code for the equipment used to carry out the work.
Equipment Type	Used to select an equipment type using the Define Equipment Types option.
Equipment Hours	Number of hours assigned to the equipment.
Activity	Activity linked to the equipment.
Equipment Group	Group linked to the equipment.
Comment	Comment related to entered hours.
Cost	Total cost corresponding to the line cost.
Reference	Text field for information purposes only. NOTES: This field is not transferred to the Enter Hours option when work orders are transferred. The reference number can be used in the invoicing of work orders.

 

The grid may contain additional columns if bonuses were configured in Configuration.

3. Material Used and Items to Bill tabs:

The Items to Bill tab is used during invoicing. All of these fields must have been completed using the Catalogue Management option.

 

Field	Description
Activity	Expense (equipment) or income (item to bill) activity. NOTE: By default, the expense activity code displayed for an item consisting of material to be used from a kit (included in items to be invoiced) is in the following order: expense activity for the kit material item activity default expense activity for the material on the work order
Group	Expense (equipment) or income (item to bill) group.
Inventory Code	Product code from Catalogue Management. NOTES: Maestro* displays all catalogue codes for equipment used, except for items intended for sale only. For items to be billed, maestro*displays catalogue codes for products that are sold or assembled only.
Description	Description associated with the item in the catalogue.
Manufacturer’s Part Number	Displays the manufacturer’s part number if completed in Catalogue Management.
Unit	Conversion unit. NOTE: The unit varies based on the factor entered in the item in the Catalogue Management option.
Characteristic	Item characteristic.
Identification	Item identification. NOTES: If the item is managed by serial number, you can enter the serial number for the item used in this field. If the transfer method for the material is set to 1 - Inventory-to-Project Transfer, this field is mandatory if the item entered is managed by serial number. This setting is available in Configuration in the Work Orders module, General section. For other material transfer methods, it is not necessary to specify the serial number. You can also enter a quantity greater than 1.
Estimated Qty	Estimated quantity required for the work order.
Qty Used	Quantity actually used.
Inv. Unit	Unit of measure associated with the inventory quantity in Catalogue Management.
Reference	Work order reference. NOTE: The reference number can be used in the invoicing of work orders.

You can click the Copy Quotations icon to copy a quotation or create a work order using a selected quotation. The icon is available based on the security setting for the Quotation Status (if saving is checked). The Delete icon is used to delete a work order with a quotation status if no actual work order has been created from the current work order. The icon will only be available if the User will have access to delete a Quotation Work Order field is checked in the Security Management option, Access Restrictions tab, Projects section, Work Orders sub-section.

3. Click Save.

 

See also

• Print Work Orders
• Define Progression State
• Define Zones
• Define Cost Groups
• Define Customer Addresses
• Project Management
• Enter Hours
• Work Order Dispatch

 

Last modification: December 20, 2024