Summary

The Work Orders module can be set up to required that all work orders are preceded by approved estimates. These estimates can contain the estimated costs associated with labor, equipment, materials, services or adjustments (miscellaneous charges) that will be used on the work order. Once an estimate has been created, it can be approved to create a work order. Estimates are approved in the Estimate Approval process (WO> Estimate Approvals).

Step by Step

1     Open the Estimate Selection window.

• The Estimate Selection window displays all of the estimates created in the application.
• Enter the desired estimate information on the Estimate, Other, Address, and Misc tabs and click the Refresh icon   to filter the displayed estimates.
• Highlight an estimate and click the Delete icon or press DELETE to delete the selected estimate.
  • Estimates that have generated work orders or that are included in an open estimate approval batch cannot be deleted.
• Highlight an estimate and click the Modify icon or press ENTER to edit the selected estimate.
• Click the Generate icon to create a new estimate from an existing recurring estimate. This will open a recurring estimate selection window.
  • All of the default values set up on the selected recurring estimate will automatically populate the new estimate. Recurring estimates are created and maintained on the Recurring Estimate Maintenance window (WO> Recurring Estimates> Recurring Estimates).
• Click the Create icon or press INSERT to create a new estimate. This will open the Estimate Maintenance window.

2     Create an estimate.

• The Estimate Maintenance window is used to create and edit work order estimates.
• Click the Send Form icon at any point in the estimate creation process to send a notification to another Springbrook user. The notification will include the Estimate number, any notes you include, and a link to the estimate in question.

3     Complete the General tab.

• The General tab is designed to contain all of the general information about a work order estimate. Any information entered on this tab will carry over to the Work Order when it is created from this work order estimate.
• Enter a unique Estimate Number.
  • If the Automatically number work orders toggle is checked on the WO Setup window (WO> Utilities> Setup), the Estimate Number will be disabled.
• The Reference Number is an optional field used for tracking purposes.
  • Reference numbers can be used to filter the estimates displayed on the Estimate Selection window.
• Enter an estimate Description. The description can be up to 30 alphanumeric characters.
  • If you are creating a fixed asset with this work order, this field will be the description of the fixed asset when it is created.
• Select an estimate Status from the drop-down menu.
  • If the Require Estimate Approvals toggle is checked on the WO Setup window, the available options include:
    • New - The default status for all new estimates.
    • Ready for Approval - Indicates that the estimate could be approved and allows the estimate to be automatically pre-selected for the Estimate Approval process.
    • Under Review - Indicates that the estimate is included in an Estimate Approval batch.
    • Returned - Indicates that the estimate was rejected from an Estimate Approval batch.
    • Approved - Indicates that the estimate was processed and approved in an Estimate Approval batch. Approved estimates will also be converted into work orders.
    • Void - Indicates that the estimate was voided.
  • If the Require Estimate Approvals toggle is not checked, the options are New, Returned, Approved, and Void.
• The Priority, Start Date, Due Date and Completion Date fields are optional fields used for reporting purposes. For example, when printing estimates (WO> Estimates> Print Estimates), the output can be sorted by Priority or Due Date.
• Enter a Department code or click the field label to select a department to associate with this estimate.
  • Assigning a department to the estimate will allow you to track and search estimate activity by the department responsible for completing the work.
  • Departments are created and maintained on the Department Maintenance window (SS> Maintenance> Department).
• Enter a GL Account for the estimate or click the field label to select one from a list.
• Enter an AP Account or click the field label to select one from a list.
  • When a resulting work order is attached to an AP Invoices line item, the account in the AP Account field will populate the GL Account field (AP> Invoices> Invoices> Create an invoice line item> GL Account field).
• Enter a PR Account or click the field label to select one from a list.
  • When a resulting work order is attached to a PR Timesheet or Timecard, the account in the PR Account field will populate the GL Account field (PR> Timesheets> Quick Time Entry or Timesheets and PR> Computer Checks> Timecards).
  • This field can also be used to populate partial account numbers in the event that work order associated labor costs need to be distributed to different accounts within the same fund.
• Enter a Category code or click the field label to select a category to attach to the estimate.
  • Categories are used to define if the work order will create a fixed asset or will create an adjustment to an existing asset. They also allow you to group work order types together and define the general ledger account attached to the work order.
  • New Construction type categories will create a new Fixed Asset module asset when the work order status is changed to Complete.
  • Improvement type categories will create a Fixed Asset module Original Cost Adjustment when the work order status is changed to Complete.
  • Maintenance type categories are used to maintain assets that are created from the Work Order module.
  • After selecting a category, you will be prompted to override the default estimate Activity Types, Category Distribution, Overhead Percentages, and Overhead Distribution with the defaults associated with the selected category. These defaults are set up on the Category Maintenance window (WO> Maintenance> Category).
• The Default Assets field is used to specify the number of assets that a resulting work order will create upon completion. This field will only be enabled if the Category attached to the resulting work order is a New Construction type category.
  • When a New Construction category work order's status is changed to Completed, that work order will be available for selection in the Create Fixed Assets process (WO> Create Fixed Assets> Select Fixed Assets).
• Select a Billable status from the drop-down menu. The billable status of an estimate is primarily used for reporting and filtering purposes.
  • Activity line items added to Not Billable estimates will default to Not Billable. This can be edited for each activity line item.
  • Activity line items added to Periodic and Upon Completion estimates will default to Billable.
  • The billable status will default to the status set up on the selected category.
• Enter a Task Code or click the field label to select one from a list.
  • Attach a Project Management module task to an estimate in order to post the activity items and adjustments of the resulting work order to the task. In order for the activity items and adjustments of a work order to affect the Project Management module task, the adjustments or activity items must be processed through the PM Distribution step of the Activity or Adjustments processes in the Work Order module.
  • The Task Code field will only be enabled if the PM Interface toggle is checked on the WO Setup window (WO> Utilities> Setup).
  • Tasks are created and maintained on the Task Maintenance window (PM> Maintenance> Task).
• Enter a Lot number or click the field label to select one from a list.
  • Once a lot is selected, the customer and address fields below will automatically populate with the customer and address information attached to the selected lot. Lots are created and maintained on the Lot Maintenance window (SS> Maintenance> Lot Master Search).
• Select an Asset Type from the drop-down menu.
  • The selected asset type will determine what can be selected when the Asset field label is clicked.
  • Disposed fixed assets and inactive equipment cannot be attached to an estimate.
• If this estimate is an improvement on an existing asset, you can enter the Asset ID in the Asset field. Click on the field label to select an asset from a list.
  • Attach a work order asset to the estimate if the work order will be used to generate an original cost adjustment to a Fixed Asset module asset or if the work order is a maintenance work order on an asset that was created in the Work Order module.
  • If the work order will be used to create a new asset, do not attach an asset to the work order estimate. The asset will be created when the work order status is changed to Complete.
  • An asset cannot be attached to the estimate if the specified category is a New Construction category type.
• Enter an AR Account number if this is a work order that will be billed to someone through the Accounts Receivable module.
• Select an Assigned To Type from the drop-down menu.
• The Assigned To field is used to determine the user, role or queue that will be associated with the estimate.
  • Assigning a User, Role, or Queue to the estimate will allow you to track and search work order activity by the employee or group responsible for completing the work.
  • The selection in the Assigned To Type field will determine which selection window opens when the Assigned To field label is clicked.
• The CIAC field will display the Contribution in Aid of Construction amount associated with the estimate.
  • The CIAC value will default to zero. Use the WO Adjustments process (WO> Adjustments) to adjust the CIAC value.
  • The CIAC amount will be subtracted from the final value of any fixed assets created when any resulting work orders are completed.
• The Issue Category field is used to specify a default issue category for resulting work orders.
  • When the work order is associated with an Inventory Control module issue transaction, the issue category attached to the work order will populate the Category field on the IC transaction if no issue category was previously specified.
• The Locked toggle is not enabled on the Estimate Maintenance window.

4     Complete the Defaults tab.

• While you can specify the default information for each work order, the Defaults tab will automatically populate with the defaults established on the WO Setup window (WO> Utilities> Setup).
  • If a category was attached to the work order on the General tab, and the default settings were overridden, then the Defaults tab will be automatically populated with the defaults established on the selected category.
    • Categories are created and maintained on the Category Maintenance window (WO> Maintenance> Category).
• Check the toggle next to each Activity Type you would like to associate with the work order.
  • Activity types are user defined groups used to classify activities that are recorded on work orders. By associating a work order with specific activity types, you can limit the activities that can then be attached to that work order.
  • Activity types are created and maintained on the Activity Type Maintenance window (WO> Maintenance> Activity Type).
• Click the Create icon   drop-down menu and select Add a Category Distribution line to add a new line item to the Category Distribution section.
  • More than one account can be added to the Category Distribution section, but the total distribution percentage across all accounts must equal 100%.
• The Overhead Percentages section is used to determine the amount of overhead that will be applied to any LEMS activity line items attached to the work order.
  • For example, if Equipment overhead is set up at 20%, any equipment use attached to the work order will bill an additional 20% on top of the equipment rate.
• Click the Create icon   drop-down menu and select Add Overhead Distribution line to add a new line item to the Overhead Distribution section.
  • At least one account must be specified for each LEMS category.
  • Edit the Percent column to specify what percentage of the overhead will be distributed to the selected account. While more than one account can be specified for each LEMS category, the total percentage for each LEMS category must be 100%.

5     Complete the Credit Accounts tab.

• The Credit Accounts tab is used to specify credit accounts on the estimate.
  • The Work Order Distribution step in the AP, IC, PR and WO modules will direct credit to the expense account entered on the original transaction by default. By specifying credit accounts on the estimate itself, you can control credit distribution at the individual work order level.
• Click the Create icon to add a credit account to the tab. This will open the Chart of Account Selection window.
  • Highlight the desired account and click the Confirm icon   to add the account to the tab.
• Use the LEMS column drop-down menu to specify the LEMS designation of the credit account.
• Enter a distribution Percent for the new credit account.
  • While you are not required to attach a credit account for each LEMS designation, the total distribution for each LEMS designation included must equal 100%.

6     Complete the Notes tab.

• The Notes tab is used to add notes to the work order estimate. This field is limited to 1024 characters and will display on the printed estimate.

7     Complete the Estimates tab.

• The Estimates tab is used to add LEMS activity line items to the work order estimate.
• The new row grid design of this tab allows the user to quickly tab through the columns, key in the activity information, and press ENTER to begin creating the next activity line item.
• Click the Activity Type Ellipsis icon to create a new line item.
  • Activity Types are user defined groups used to classify activities that are recorded on work orders. By associating a work order with specific activity types, you can limit the activities that can then be attached to a work order or estimate.
  • Activity Types are created and maintained on the Activity Type Maintenance window (WO> Maintenance> Activity Type).
• Select a LEMS type from the drop-down menu.
  • The selected LEMS type will determine the available options in the remaining activity line item columns.
  • Select Labor to create a labor activity item.
    • Click the Reference Type drop-down menu to specify how this labor estimate will be classified.
      • Select Employee to attach the activity item to a specific employee.
      • Click the Reference Code Ellipsis icon   to select an employee.
        • Employees are created and maintained on the Employee Maintenance window (PR> Maintenance> Employee).
      • Select Position to attach the activity item to a position.
      • Click the Reference Code Ellipsis icon to select a position.
        • Positions are created and maintained on the Position Maintenance window (WO> Maintenance> Position).
  • Select Equipment to create an equipment activity item.
    • The Reference Type field will populate with Equipment.
      • Click the Reference Code Ellipsis icon   to select an equipment code.
        • Equipment codes are created and maintained on the Equipment Maintenance window (WO> Maintenance> Equipment).
  • Select Materials to create a materials activity item.
    • The Reference Type field will populate with Item.
      • Click the Reference Code Ellipsis icon to select an item.
        • Items are created and maintained on the Item Maintenance window (WO> Maintenance> Item).
  • Select Services to create a services activity item.
    • The Reference Type field will populate with Vendor.
      • Click the Reference Code Ellipsis icon to select a vendor.
        • Vendors are created and maintained on the Vendor Maintenance window (AP> Maintenance> Vendor).
  • Select Adjustments to create an adjustments activity item.
    • Adjustment activity items are used to bill miscellaneous charges to the estimate. The only required field when entering an adjustment activity item is Total Amount.
      • The Total Amount field is determined by the sum of the Base Amount and Overhead fields.
• Click the Asset Code Ellipsis icon to attach an asset to the LEMS activity item estimate if the work order will result in a Fixed Asset Original Cost Adjustment.
  • Attaching a fixed asset to an activity line item can be useful when, for example, an improvement type work order is meant to provide improvements to multiple fixed assets. By creating an activity line item for each fixed asset, you can keep all of the improvement activity on the same work order but still track the costs associated with improving each asset.
  • Fixed assets are created and maintained on the Fixed Asset Maintenance window (FA> Maintenance> Fixed Assets).
• The Units column is used to specify the number of units required by the Labor, Equipment, or Materials action item.
  • The Units column is disabled for Services and Adjustments.
• The Amount Per Unit column will automatically populate if the selected item in the Reference Code field has an attached rate or cost.
  • For Labor, the amount per unit is the Hourly Rate attached to the Employee or Position.
  • For Equipment, the amount per unit is the Rate attached to the selected piece of Equipment.
  • For Materials, the amount per unit is the Cost Per Item attached to the selected Item.
  • The Amount Per Unit column is disabled for Services and Adjustments.
• The Base Amount column will automatically populate for Labor, Equipment, and Materials activity items.
  • This amount is calculated using the following formula:

(Units) X (Amount Per Unit)

• For Services and Adjustments action items, the Units and Amount Per Unit columns are disabled so the Base Amount field will be enabled for direct editing.

• The Overhead column will automatically populate for all action items.
  • This amount is calculated using the following formula:

(Base Amount) X (Overhead % specified on the General tab)

• The Overhead column can be edited.

• The Markup field is used to specify an additional overhead markup amount on the activity line item.
  • This field is only enabled when generating materials activity line items that are associated with IC module inventory items.
  • This field is often used when an inventory item is issued at a per unit price that is higher than the standard per unit price.
• The Total Amount column will automatically populate for all action items.
  • This amount is calculated using the following formula:

(Base Amount) + (Overhead)

• The Total Amount field cannot be edited.
• A Total Amount total will be provided at the bottom of the Estimates tab. Additional Total Amount totals can also be calculated if you group the data grid by clicking and dragging a column header into the space above the column headers.

• Check the Billable toggle to make the activity line item eligible for a WO Billings batch.
• Enter an optional activity line item Description. The description can be up to 48 characters.
• The Committed and Billed toggles will be checked only after the activity line item is committed or billed.
• Once the line item is complete, simply press ENTER to add the activity line item to the data grid and begin creating a new line item.
  • You can export the displayed activity line items to a Microsoft Excel spreadsheet by right clicking on the grid and selecting Export grid contents to Excel.
• Highlight an existing activity line item and click the Delete icon to remove that line item from the estimate.
• Click the Save icon to add the completed activity line items to the estimate.

8     Complete the Comments tab.

• The Comments tab will display the comments attached to the estimate.
  • Each comment will include the User Name of the user that created the comment, the Comment Date, and the full text entered in the Comment field.
• Click the Delete icon to delete an existing comment.
• Click the Create icon to create a new comment.
  • Each comment can be up to 1024 characters long.

9     Complete the Miscellaneous tab.

• The Miscellaneous tab will display the miscellaneous fields attached to the estimate.
• The labels of the miscellaneous fields are set up in the Miscellaneous Field Labels window (SS> Utilities> Miscellaneous Field Labels). 
• Click the Save icon when complete.

10     Print and approve the estimates.

11     Track any changes made to the estimate.

• Click the Audit Trail icon to open the Audit Trail window.
• Use the Search Criteria section to sort the displayed audit trail.
• The Audit Trail History section will provide details about any changes made to the estimate including the date of the change, type of change made, user that made the change, and data table that was edited.