Configuration - Work Orders
OBJECTIVE
The Configuration - Work Orders option is used to determine the operating method for work orders and the forms to be used.
Steps
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maestro* > Projects > Maintenance > Work Orders > Configuration - Work Orders |
Enter the configurations
- Enter the required information in the
General tab:
Field
Description
Validate work order number in other modules
Confirms the work order number in the various modules.
No validation The work order number entered will not be validated.
Accept Only Existing Work Orders Confirms and accepts the work order number if it exists, regardless of the status of the work order. If the work order number does not exist, the system does not let you save the transaction.
Accept Only Existing Active Work Orders Only confirms and accepts work orders that have not been closed.
NOTES: If the status of the entered work order number is closed, the system does not let you save the transaction.
This setting does not apply to the entry of hours if the Time Management - Drilling module is installed because in this module, work orders are used to identify the drilled value and you do not need to create it when entering work orders.
Allow change of customer in “Enter Work Orders”
If selected, allows you to modify the customer when entering work orders even if a customer has been defined in Project Management or Invoicing Contract (w/o).
NOTE: When this option is left unchecked, the system does not allow you to modify the customer if one has been defined in Project Management. However, if no client has been defined, it is possible to select one.
Allow to close a work order even if there are non-transferred transactions
When selected, allows you to close a work order even if certain transactions have not been transferred.
NOTES: If the option is selected and some existing transactions have not been transferred, a confirmation message will be displayed when the work order is transferred. If you answer Yes to the question “Some transactions have not been transferred for the work order, would you close the work order?”, the system will close the work order. If you answer No to the question, the system will leave the work order open.
If the option is unselected, when a work order is transferred, a warning message will be displayed. It will then be impossible to perform a final transfer if certain transactions have not been transferred.
Material Transfer Method
Determines the operation to perform to update the various options of the procurement system when the work order is transferred.
1-Inventory to Project Transfer Creates an Inventory to Project Transfer.
2-Requisition Creates a requisition.
3-Stock Order from Catalogue Creates a catalogue order.
4-Requisition or Stock Order Cat Creates a requisition if quantities have been entered for the item in the minimum threshold and maximum threshold fields of Catalogue Management or Catalogue Item Procurement.
If no maximum or minimum thresholds have been defined in Catalogue Management and in Catalogue Item Procurement, the system will create a catalogue order when transferring the materials used.
Status of requisitions created
Default status of the requisition created when transferring the work order.
The following statuses are available to the user: A-Entered and P-Confirmed.
NOTE: This field must only be populated if the Material Transfer Method option is set to 2-Requisition or 4-Requisition or Stock Order Cat
Delivery Location for Order Creation
Delivery location that will be provided when orders are created.
Company Displays the company’s address.
Supplier Displays the address of the supplier indicated on the work order.
NOTE: The supplier’s address is the one that is recorded in the Address section of Supplier Management.
Supp. Delivery address Displays the delivery address of the supplier indicated on the work order.
NOTE: The delivery address is the one that appears in the Del. Address field of the Defaults section in Supplier Management.
Project Displays the address of the project identified in the work order.
Work Address Displays the address of the work recorded in the work order.
Company that owns Inventory
Used to specify the company to which the inventory belongs.
NOTE: Available in multidimensional mode only.
Activity Priority for Bonus
Priority of activities related to bonuses.
E-Bonus/Same as hours Prioritizes the identified activity according to the following scale:
- Default activity set in Define Earning/Deduction Codes.
- Based on the read priority defined in the General tab of Configuration—Time Management, under the Activity and Group Priority field.
H-Same as hours/Bonus Prioritizes the identified activity according to the following scale:
- Based on the read priority defined in the General tab of Configuration—Time Management, under the Activity and Group Priority field.
- Default activity set in Define Earning/Deduction Codes.
Group Priority for Bonus
Priority of spending groups related bonuses.
C-Model or bonus configuration/Bonus/Same as hours Prioritizes the identified group according to the following scale:
- Based on the group defined in the Premiums tab of the work order model.
- Based on the group defined in the Configuration icon of the work order.
- Based on the group defined in Define Earning/Deduction Codes.
- Based on the read priority defined in the General tab of Configuration—Time Management, under the Activity and Group Priority field.
H-Same as hours/Bonus/Model or Bonus configuration Prioritizes the identified group according to the following scale:
- Based on the read priority defined in the General tab of Configuration—Time Management, under the Activity and Group Priority field.
- Based on the group defined in Define Earning/Deduction Codes
- Based on the group defined in the Premiums tab of the work order model.
- Based on the group defined in the Configuration icon of the work order.
E-Bonus/Model or bonus configuration/same as hours Prioritizes the identified group according to the following scale:
- Based on the group defined in Define Earning/Deduction Codes.
- Based on the group defined in the Premiums tab of the work order model.
- Based on the group defined in the Configuration icon of the work order.
- Based on the read priority defined in the General tab of Configuration—Time Management, under the Activity and Group Priority field.
Default Work Order Type
Allows user to select the default work order type.
Limit concurrent access to a W/O to a single user
Check in order to prevent more than one user in the work order.
NOTE: When the configuration is activated, a warning message will appear if a user accesses a work order already open by another user.
Import Hours from Dispatch
Select to import hours For Current Work Order or For Current Project.
WO Acceptance Status
Allows user to specify if the work orders entered in the Work Order module must be accepted or not by default.
Reserve the Required Material for Work Orders
Check the box to activate the Work Order requisition type in the Type field of the Equipement Requisition screen.
NOTE: To activate the Work Order requisition type in the Equipment Requisition option, a Prefix to Use to Generate the Reservation Number must also be defined in Configuration - Works Orders.
External WO Acceptance Status
Allows user to specify if the work orders entered outside of the Work Order module must be accepted or not by default.
Prefix to Use to Generate the Reservation Number
Allows the user to define a prefix that will be used to generate reservation numbers for Work Order requisition types in the Equipment Requisition option.
NOTE: To activate the Work Order requisition type in the Equipment Requisition option, the box Reserve the Required Material for Work Orders must also be checked in Configuration - Works Orders.
Destination of hours
Select the destination of hours. Available values:
None
When this option is selected, the message “Please be aware that the chosen destination for hours in the work order configurations is "None". The hours will not be transferred to the project hours, will not have an impact on the costs of the projects and will not be able to be used to prepare the payroll." is displayed when transferring hours.
NOTE : It is possible to add or modify hours when the hours' destination is None, even if the pay period is closed.
Enter Hours - Invoicing (according on project)
If the Internal hours invoicing is not activated, this option will not be available
Normal Hours
Transfer to normal hours.
Default Progress Status
Allows the user to define the default progress status when creating a work order.
Reserve the Required Material for Work Orders
If checked, this box tells the software to automatically generate reservation numbers when processing requisitions for which a work order is indicated and the requisition type is Project-Reservation.
Prefix to Use to Generate the Reservation Number
Allows to indicate which prefix to use when generating the reservation number.
- Work Order Numbering section:
Champ
Description
Pad with leading zeros?
Used to precede work order numbers with zeroes (i.e. 0000003).
Work Order Counter
Used to define the work order counter.
When a new work order is saved, if the W.O. No. field is left blank, the system automatically assigns a number to the work order using this counter.
NOTES: The counter number entered is the last number issued by the system.
You can also define a work order counter by user. If you do this, the user counter will supersede this counter.
Work Order Format
Used to create a numbering mask for work order quotations.
Quotation Work Order Counter
Used to define the work order quotation counter.
When a new work order quotation is saved, if the W.O. No. field is left blank, the system automatically assigns a number to the quotation using this counter.
NOTES: The counter number entered is the last number issued by the system.
You can use the same counter as the one used for work orders by specifying -1.
You can also define a work order quotation counter by user. If you do this, the user counter will supersede this counter.
This function is only available if the Quotations Work Orders module is installed.
Quotation Work Order Format
Used to create a numbering mask for work order quotations.
NOTE: This function is only available if the Quotations Work Orders module is installed.
- Mobility section:
Field
Description
Immediately send the form
Allows you to send the form immediately when the client configuration is According to the general settings.
- Direct Invoicing section:
Field
Description
Direct Invoicing of Linked Work Orders
Allows you to automatically invoice work orders associated with the main work order in the Work Order option.
Activity to validate under “Material Used” tab
Allows you to determine whether activities under the Material Used tab must be validated according to revenue activity or expense activity (according to invoice activity ranges defined in invoicing project).
- Enter the required information in the Accrued Charges tab :
This section must be completed to prepare the accounting entry for accrued charges for the work order. An Excel file will be created after running the Export Accrued Work Orders function. Refer to the Post Accrued Charges for Work Orders procedure.
Field
Description
Deferred Income Activity
Activity used to post deferred income from work orders.
NOTE: This activity will be used to post the "credit" portion of the deferred income entry. Since it affects each of the projects, it must exist in each project for which deferred income exists. If an activity is not specified, the system uses the activity specified in the original transaction on the Work Order.
Accrued Project
Project used to post deferred income.
NOTE: This project will be used to post the "debit" portion of the deferred income entry.
Accrued Activity
Activity used to post deferred income.
NOTE: This activity will be used to post the "debit" portion of the deferred income entry.
Accrued Group
Group used to post deferred income.
NOTE: This group will be used to post the "debit" portion of the deferred income entry.
- Enter the required information in the Forms tab :
Champ
Description
Work Order Form
Form used to print standard work orders.
NOTE: If no form is specified, the system uses BTBON.STD, the standard form.
Pre-Approval Invoicing Form
Form used to print the sales amount associated with a work order.
NOTE: This functionality is available from the Selling Revision icon of the Enter Work Orders option and it disables direct invoicing.
Work Approval Form
Form used for approving work.
Regular Maintenance Form
Form used for work orders linked to the Equipment module for regular maintenance.
NOTES: If no form is specified, the system uses EPRBON.STD, the standard form.
This function is only available if the Equipment module is installed.
PMP Maintenance Form
Form used for work orders linked to the Equipment module for PMP maintenance activities.
NOTES: If no form is specified, the system uses, EPPBONN.STD the standard form.
This function is only available if the Equipment module is installed.
Work Order Quotation Form
Form used for work order quotations created from the Enter Work Orders option.
NOTES: If no form is specified, the system uses BTSOUM.STD, the standard form.
- Enter the required information in the Work Order Review tab :
Work Order Review and Work Order Approval Report section:
Field
Description
Header Title
Description of the title that will be displayed in the header of the Work Order Review report, which is accessed via the Print icon of the Work Order option.
Total Title 1
Description to be displayed for the total.
Total Title 2
Second description to be displayed for the total.
NOTE: Titles 1 and 2 will be displayed one after the other on the same line for the description of the total.
Travel Time Bonus Code
Used to specify bonus codes to be used for travel time. They are displayed in the Travel Time column on the Work Order Review Report and Work Order Review Report (Billable) reports.
NOTE: The bonus codes are those created with the Define Earning/Deduction Codes option. If multiple travel codes are used, separate the codes with a comma.
Print the signature line
Tells the system to print two lines on respective reports so that the customer and a manager can sign and enter the appropriate date. This applies to the following reports:
- Work Order Review Report
- Work Order Review Report (Billable Items Only)
- Work Order Approval Report
NOTE: These reports are available in the Enter Work Orders option from the printer.
Work Order Approval Report Format
Used to define the format to be displayed when printing the Work OrderApproval report available in the Print menu in the Work Order screen. Available values:
Format 1 Transactions on the report are displayed as follows:
- Landscape view
- Grouped by expense
- Sub-total by group
- Summary section displayed
- Taxes displayed
Format 2 Transactions on the report are displayed as follows:
- Portrait view
- Display in three separate sections: Salary, Equipment and Miscellaneous.
- No summary
- No taxes
NOTE: Sub-contractor, Material and Miscellaneous transactions are grouped in the Miscellaneous section.
Stamp Image File
File containing an image in JPEG, BMP or GIF format that can be printed on work orders related to this customer. The image will be printed in the lower right corner of the following reports:
- Work Order Review Report
- Work Order Review Report (Billable Items Only).
NOTE: These reports are available by clicking the Printer icon in the Enter Work Orders option.
CAUTION! If an image file was entered in the Invoicing Information tab in Customer Management, it has priority over the Configuration.
- Enter the required information in the Quotations tab:
- Quotation Numbering section:
Fields
Description
Quotation Counter
Allows to specify the first number to use when numbering the quotations. After a test phase, this field can be used to reset the counter to zero.
NOTE: This counter is shared between work order quotations and service call quotations.
- Generated Work Orders section:
Fields
Description
Default Progress Status
Allows to indicate the work order's default progress status to use when it is generated from a quotation.
Add material and items to invoice only (no hours)
If this box is checked, only the material and items to invoice will be added to the generated work order; if applicable, salaries will be excluded.
- Enter the required information in the Maintenance and Repairs section:
Field
Description
Create the work order in the company that owns the equipment
If this box is checked, the work order will be created in the company that owns the piece of equipment.
NOTE: This parameter is only available in the multidimensional mode.
- Click Save.
See also
- Enter Work Orders
- Project Management
- Invoicing Contract (W/O)
- Configuration – Time Management
- Define Earning/Deduction Codes
- Supplier Management
- Catalogue Management
- Catalogue Item Procurement