Summary

Follow this process to set up the Work Orders module.

Step by Step

1     Open the Work Orders Setup window (WO> Utilities> Setup).

2     Complete the General tab.

• Select a billing term from the AR Terms drop-down menu.
  • The specified term length will be used to calculate the due date when billings are generated (WO> Billings).
• Enter an Issue Category or click the field label to select one from a list. This field will only be active if the IC Interface toggle is checked below.
  • The Issue Category is used to define which transactions will take place when an IC inventory item is issued to a work order. Many users will use the standard Issue category that is set up in the IC module.
  • IC Categories are created and maintained on the Category Maintenance window (IC> Maintenance> Category).
• Enter an optional AP Account and PR Account number or click the field label to select one from a list. These accounts will automatically populate the AP and PR Account fields on any work orders or estimates you create, but they can be edited on each individual work order or estimate.
  • When a 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).
  • When a 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.
• The PR Comp Earned Acct field is used to specify the account that will be debited when labor transactions are recorded on a PR timecard line item that is associated with a work order.
• The State Sup Cat field is used to specify a State Supervisor Category. This is a Wisconsin-specific field that is used in conjunction with the Admin Fee and Small Tools Fee billing process.
  • When this field is populated, any work orders that include this category will bill the first AR account attached to the category at 100%.
• Check the Automatically number work orders toggle if you would like the system to auto number new work orders. If this toggle is not checked, you will need to enter a specific work order number every time you create a new work order.
• Check the PM interface toggle if you would like to attach PM module task codes to work orders in the Work Order module.
  • You will only be able to change the selection of the Project Management toggle if there are no open Adjustment or General Ledger Distribution batches in the Work Order module.
  • If you check the Project Management Interface toggle, a PM Distribution step will be added to both the Adjustments and GL Distribution process.
• The IC interface toggle is used to enable Material items created in the Work Order module to create Inventory Control transactions.
  • If you do not check this toggle, you can create inventory items in the Work Order module that have a few basic features such as cost per unit.
    • Work Order inventory items are created on the Item Maintenance window (WO> Maintenance> Item Maintenance).
• Check the PR interface toggle if you want the option of interfacing the Work Order module with the Payroll module.
  • If you check this toggle, you will be able to attach employees to labor activity items created in the Work Order module. When the labor activity items are processed in the GL Distribution step, the process will use the GL accounts set up on the employee distribution as the credit accounts.
    • Employee distribution is set up on the Employee Maintenance window (PR> Maintenance> Employee> Distribution tab).
  • If you do not check this toggle, you will only be able to attach labor activity items created in the work order module to positions that are set up in the WO module. When you create the labor activity item in the Work Order module, you will have to select the credit account.
    • Positions are set up on the Position Maintenance window (WO> Maintenance> Positions).
• Check the Timesheets interface toggle to allow work orders to be associated with employee timesheets.
  • This will activate the Work Order field on the Timecard Line Item (PR> Computer Checks> Timecards> Create icon), Timesheet Line Item (PR> Timesheets> Timesheets> Create icon), and Quick Time Entry windows (PR> Timesheets> Quick Time Entry).
  • This toggle will only be active if the PR interface toggle is checked.
• Check the Use flat rate labor toggle if you would like to use flat rate labor on labor activity items rather than the pay rate attached to the employee.
  • Flat rate labor rates are created and maintained on the Flat Rate Labor Maintenance window (WO> Maintenance> Flat Rate Labor).
  • This toggle will only be active if the PR interface toggle is checked.
  • Check the Use activity code for flat rate labor toggle if you would like the option to associate flat rate labor with activity codes rather than pay codes.
    • This toggle will only be enabled if the Use flat rate labor toggle above is checked.
    • Activity Type Codes are created and maintained on the Activity Type Code Maintenance window (WO> Maintenance> Activity Type).
• Check the Allow work order creation without estimates if you do not want to require that every work order is preceded by an approved estimate.
  • If this toggle is not checked, you will not be able to create new work order on the Work Order Selection window (WO> Work Orders> Work Orders).
• Check the Enable automatic maintenance job generation toggle to allow the system to roll though equipment usage records and generate the appropriate maintenance jobs.
  • Checking this toggle will enable the Scheduling tab and allow you to set up when the system rolls through the usage records.
• Check the Require estimate approvals to require that any estimate be passed though the Estimate Approvals process before they can become work orders.
  • If this toggle is checked, you will not be able to create new work orders from estimates on the Work Order Selection window (WO> Work Orders> Work Orders).
• Check the Copy Attachments toggle if you want all documents attached to an estimate to be copied to the work orders generated from the estimate.
• Check the Calculate benefit cost toggle to include benefit costs when creating labor activity line items.
• Check the Require activity types toggle to require that an activity type is specified every time a work order is attached to a transaction.
• Check the Require unique reference number toggle to require that reference numbers attached to new work orders and estimates are unique.
  • By checking this toggle, you can ensure that reference numbers can be effectively used to track, sort and report on new work orders and estimates. While this toggle will not apply to existing work orders or estimates that have the same reference number, the system will prevent a new work order or estimate from being saved if the reference number matches an existing record.
  • Checking this toggle will disable the Reference Number field on all new recurring estimates.
• Check the Enable additional billing toggle to enable the batch processes associated with additional billings requirements.
  • This will enable the Additional Billings batch process (WO> Additional Billings) as well as the Exclusions tab on the WO Setup window.
• Check the Wisconsin highway toggle if processing work orders associated with the Wisconsin State Highway Department.
  • When this toggle is checked, work order detail lines created by AP invoices will be assigned a Materials LEMS code and all overhead calculations will be based on Materials overhead settings.
  • This toggle will also enable the two toggles below.
  • Check the Allow GL Account override on Activity Adjustments toggle to enable the debit and credit account columns on Activity line items when Adjustment is selected in the LEMS column.
  • Check the WO detail from AP is always Services for Overhead toggle to set the LEMS value for all WO distributions run from AP Invoices, AP Vouchers, AP Void Checks, and AP Void Invoices to S (Services).

3     Complete the Defaults tab.

• Select the Activity Types that should be set up as default.
• If the Work Order module is set up to interface with the Project Management module, select the Project Management type codes that will be attached to activity items in the Default PM Types field.
  • Project Management type codes are set up and maintained on the Type Maintenance window (PM> Maintenance> Type).
• The Default Overhead section determines the default overhead percentages as work orders are created. These percentages can be changed on the individual work orders when they are created.
  • This section is used to determine the amount of overhead that will be applied to any LEMS activity line items attached to a work order. For example, if Equipment overhead is set up at 20%, any equipment use attached to a work order will bill an additional 20% on top of the equipment rate. Edit the Percent column as needed.
  • Click the Create icon to create a new default overhead revision. Specify the Effective Date for the new revision and when that date is reached, the percentages specified in the revision will become active.
  • Highlight a revision and click the Delete icon to deleted the selected revision.

4     Complete the Scheduling tab.

• The Scheduling tab is used to establish default recurring work order schedules. Based on this schedule, the system will roll though equipment usage records, compare them to the maintenance job schedules, and generate the appropriate maintenance jobs.
  • The Enable automatic maintenance job generation toggle on the General tab must be checked in order to edit these fields.
  • Because this process can require a large percentage of the Springbrook system resources, it is often scheduled to begin after normal business hours.
  • Maintenance jobs are created and maintained on the Maintenance Job Maintenance window (WO> Maintenance> Maintenance Jobs).

5     Complete the Distribution tab.

• The Distribution tab is used to establish the default overhead and credit accounts and distribution that will be used when creating new estimates and work orders.
  • Because the overhead distribution can be set up independently on each new work order or estimate, you are not required to specify default overhead or credit distribution accounts. This tab is simply meant to provide a template for new work orders or estimates and to help minimize data entry.
• Click the Create icon   to add an account to the distribution field. This will open an account selection window.
  • Select an account and click the Confirm icon to return to the Setup window.
• Click the LEMS column drop-down menu to specify the LEMS category for the new distribution or credit account.
  • Multiple accounts can be specified for each LEMS category. However, the distribution percentage total across all accounts cannot exceed 100% for each LEMS category.
  • You are not required to specify an overhead or credit distribution account for each LEMS category on the Setup window. However, when creating a new work order or estimate, you will be required to specify at least one overhead distribution account for each LEMS category in order to save the work order or estimate.
• The specified distribution account can be changed by clicking the Ellipsis icon   in the Account column and selecting a different account.
• Enter a distribution percentage in the Percent column.
  • The total distribution percentage total across all accounts cannot exceed 100% for each LEMS category.
  • While you can specify a distribution percentage of less than 100% for each LEMS category, you will not be able to save a new work order or estimate unless the overhead and credit distribution for each LEMS category equals 100%.

6     Complete the Exclusions tab.

• The Exclusions tab is used to exclude inventory items from the Additional Billings process.
• Click the Create icon to add a new fee exclusion to the tab. This will launch the Item Selection window.
  • Select the item that should be excluded and click the Confirm icon. The selected item will be added to the Fee Exclusions data grid.
• This tab will only be enabled if the Use additional billings toggle is checked on the General tab.
• Click the Save icon when the setup is complete.

7     Complete the Analysis tab. This tab is specific to Wisconsin Highway Departments.

• The Analysis tab is used to set up the Equipment Analysis process. This process generates an equipment usage report required by the State of Wisconsin. The settings specified on the tab will determine how the system records data for the Equipment Analysis process.
• Highlight a report category in the data grid to enable the Maintenance section to the right.
• The Description field will populate with the description associated with the selected report category.
• The Section and Search fields are used to associate accounts with report categories.
  • The Section field specifies which section of the account will be used to associate work order activity with the selected report category. Once the section is selected, the Search field is used to select the specific Fund, Department, Account or Sub Account that will be associated with the report category.
• Click the Save icon when the setup is complete.
• Once the Analysis tab has been set up, the system will record any work order activity associated with one of these report categories. That activity can then be categorized and reported on in the Equipment Analysis process.

8     Track any changes made to the WO Setup window.

• 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 setup window including the date of the change, type of change made, user that made the change, and data table that was edited.