TW - Work Orders

A Texada Web Work Order can be used to complete a service or repair on a customer's equipment or site, billing the parts, labor, and services to the customer on a W.O. invoice.

Texada Web Location/Mechanic Control:
When Texada Web is utilized as activated in Logistics, and an Employee is assigned to a 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 the following restrictions apply:

1. Employee must be associated with an Operator record flagged to use Texada Web
2. If any other employee has already been assigned to a Labour detail on the Work Order in SRM, only the same employee/Mechanic can be assigned that W.O. in Texada Web.
3. If multiple employees have been assigned on Labour details on the Work Order in SRM, the W.O. cannot be updated in Texada Web and the Work Order must be completed within SRM only.

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.

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 "Texada Web/Rental Logic" 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.

DATE

Accept today's date, or type in the date the Work Order was started.

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.

LOCATION

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

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.

CUSTOMER#

Type in the customer's number, or use the Document Customer Search window to look up the customer, or to add a new customer to the FL- Customer Information table. Once the customer number has been selected, any customer comment stored in FL- 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.

ADDRESS

Accept the customer's address or type in the correct address.

ADDRESS

Accept the address or type in the correct address.

CITY

Accept the city, or type in the correct city.

PROV/STATE

Enter the province or state where the customer is located.

POSTAL/ZIP

Enter the postal or zip code of the customer.

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 FL- 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 FL- 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.
  

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.

CLERK

This value defaults to the clerk code that is logged into SRM and can be over-typed with a valid Clerk code if required.

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.
  Select from valid Tax codes in the drop-down list.

  Note: The Tax Code NTX over-rides any other code at any level.

• 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.

P.O. #

Enter the customer's Purchase Order, if applicable

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

Customer Comment

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

MAKE/MODEL

This is the make, model, or name of the item to be serviced or repaired.

• When repairing your own equipment, type in the product # or look it up in the Inventory Search window.
  
• When repairing a customer's product that has not been serviced before enter a description of up to 12 characters.

Service 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.

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.

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.

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 as entered in the product file in the Make Model Information window of FL- Assets.

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.

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.

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.

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.

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 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.

When the W.O. is completed and closed, the operator will be prompted again to update the product status code.

WORK ORDER DETAILS
After the Work Order header information is completed, the details on labor, parts, services, taxes, and comments can be entered as outlined in the FL- Work Order Details.
The W.O. can be printed, or closed and converted to an Invoice.

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.
  

  To delete an existing W.O. click the DELETE button before selecting the Work Order number, 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.

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

• Review Service Recommendations for the W.O.:
  The SERVICE REC button is only active when the 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 then be reviewed after the Work Order# for a non-bulk rental product is entered by clicking on the SERVICE REC button, as outlined in W.O. Service Recommendations.

  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 the next time the product is entered for service on a W.O., as a reminder to staff.

  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.

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

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

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