Bulk Close Internal Work Orders
Work Order Menu -> Bulk Close Internal Work Orders
This utility provides the ability to close-off multiple completed Work Orders to Internal Repairs for bulk rentals, non-bulk rentals or sales items when the W.O..
The Work Order will be deleted from current Work Orders and moved to history.
This utility can consider Work Orders from Texada Web and from SRM.
Posting for parts used will be to the standard Cost Of Goods Sold and Revenue Account defined in the Sales Product Class.
A completed maintenance history for the products can be reviewed from Print Repair Transactions.
To use this utility the Operator must be assigned a Security Role that has permission to close a "Work Order - Close/Create Internally".
Work Orders cannot be closed if:
•product is not in rental or sales fleet
•is a fixed price Work Order
•has been partially Invoiced
•has unposted A/P parts
•has Backordered parts
•has zero cost parts
The prompts to generate a list of eligible internal Work Orders to close are:
DIVISION OR "ALL"
Type ALL to include Internal Work Orders from all divisions or select an G/L Accounting division from the drop-down list as setup in Divisions.
Note: This utility respects Divisional Restricted Views according the Security Roles assigned to the operator.
LOCATION OR "ALL"
Type ALL to include Internal Work Orders from all locations or select an Inventory location from the drop-down list as setup in Divisions.
FROM WORK ORDER
Leave this field blank to include all eligible Internal Work Orders or enter a starting W.O. number for the range.
TO WORK ORDER
Leave this field blank to include all eligible Internal Work Orders or enter an ending W.O. number for the range.
PRODUCT#
Leave this field blank to include Internal Work Orders for all sales, bulk and non-bulk rental fleet equipment or enter the product number or select it from the Inventory Search window.
SORT BY
Select one of the following sort options:
•Click Product# to sort the bulk internal Work Orders by product number in the resulting list.
•Click Work Order to sort the bulk internal Work Orders by W.O. document number in the resulting list.
Note: Regardless of the sort order, if a metered product is on multiple Work Orders the meter units can only be modified on the first W.O. record.
Similarly the "Status" can only be modified on the first W.O. record for the product.
TEXADA WEB COMPLETED ONLY
Check this box to only include Work Orders that were completed in the Texada Web W.O. application. Uncheck this box if Work Orders completed in SRM and in Texada Web should be included.
EXCLUDE WOs W/PARTS, LABOR, OR SERVICES
Check this box to omit any Work Orders with Parts and/or Labor and/or Service details from the bulk close action.
This will require Work Orders with details to be reviewed and closed manually.
Uncheck this box to include Work Orders with billing details for Parts, Labor, and Services.
Note: Regardless of this flag, if the "Prevent Invoicing of W.O.s with Parts on BO" feature is enabled in the Company Estimate and W.O. Parameters and a Work Order has backordered parts or a W.O. is linked to a PO parts order, then that W.O. is not eligible to be closed.
INCLUDE WOs W/ALL POSTING TYPES
Check this box to include Work Orders with any Posting Type, including 'Std Invoice', 'Cust Damage', 'Internal' as well as Work Orders with no posting type defined.
All the W.O.s closed by this utility will then be closed as Internal repairs regardless of the original Posting Type.
Uncheck this box to only include Work Orders already flagged with the Posting Type of 'Internal'.
REPAIR CODE
Enter a default repair code or select one from the drop down list as setup in Repair Maintenance Code table.
The Repair code can be used to sort and categorize the repair transactions on the Repair History Report.
The selected code becomes the default assigned to the Work Orders in the resulting W.O. list and can be changed in the expanded detail record for specific WOs as required, before the Work Orders are closed.
USE WORK ORDER CHARGE CODE
The Charge codes determines the G/L account for posting the expense of the internal repair.
The selected code becomes the default assigned to the Work Orders in the resulting W.O. list and can be changed for specific W.O.s in the expanded detail record as required, before the Work Orders are closed.
Check this box to use the Charge Code that has already been assigned to the Work Orders, or to use the default Charge Code defined in the Rental Produce Class.
CHARGE CODE IF CLASS NOT SET
Enter a default charge code or select one from the drop down list as setup in Charge Code table, that should apply if there is no Charge Code on the W.O. and none defined in the Rental Produce Class.
Uncheck this box to set a new default Charge Code for all Work Orders.
CHARGE CODE
Enter a default charge code or select one from the drop down list as setup in Charge Code table.
The selected code becomes the default assigned to all Work Orders in the resulting W.O. list and can be changed for specific W.O.s in the expanded detail record as required, before the Work Orders are closed.
USE WORK ORDER CUSTOMER
Check this box to use the Customer number that has already been assigned to the Work Orders.
Uncheck this box to set a new default Customer for all Work Orders in the list.
REPAIR CUSTOMER
Enter a default customer or select one from the Customer Search window.
The selected customer becomes the default assigned to the Work Orders in the expanded detail record in the resulting W.O. list and can be changed for specific WOs as required before the Work Orders are closed.
UPDATE STATUS CODE
Check this box to enable the 'Status' code field for the Work Orders in the resulting W.O. list.
The product Status can then be changed on specific Work Orders as required.
The Product Status Code Search window is provided.
Uncheck this box if the Product Status code should not be changed for Work Orders in the list.
UPDATE METER
The Meter units displayed for metered assets defaults from the current meter reading stored Rental Inventory. This may not be the same as the meter units logged on the Work Order.
Check this box to enable the 'New Meter' field for the Work Orders in the resulting W.O. list so the meter units can then be updated on specific Work Orders as required.
Uncheck this box if the Meter Units should not be changed for Work Orders in the list.
CLOSE ON WORK ORDER DATE
Check this field to close each selected Work Order to a Repair as of the Work Order date.
Dates on individual Work Orders can be changed in the expanded detail record in the resulting W.O. list before the Work Orders are closed.
Uncheck this field to enter a 'Repair Date' to be assigned as the default close date for all Work Orders in the list.
REPAIR DATE
Enter a date that becomes the default Internal Repair date and Work Orders close date assigned to the for the W.O.s in the resulting W.O. list. This date can be viewed and modified for specific Work Orders as required in the expanded detail record in the list before the Work Orders are closed.
Date Range Control:
If the operator does not have date range override permission, to help prevent data entry errors the date is checked against the current Date Range allowed for "WORT" ENTER/CLOSE REPAIR TRX’S as defined in Date Range Control.
Even though this 'Repair Date' may be within the allowable range there could be Work Orders that are outside the range defined for WORT so a warning is triggered.
•The list of Work Orders outside the range are displayed by date with the W.O.#, Bill name, date, product# and Ship/Site name.
•The list can be resorted by any column in ascending or descending order, by clicking on the column heading. Columns can also be dragged and dropped to reposition them as required.
•Focus-on or highlight a W.O. line and click on the DETAILS button to review the Header, Details, and Totals information from the W.O. as outlined in View Document Information.
•Click on the EXCEL button to export the displayed information to a spreadsheet.
Finished?
Click the ACCEPT button to generate the W.O. list, or CANCEL to abort.
Resulting Work Order List
The eligible Work Orders for non-bulk rental equipment are listed in a paging screen sorted by product number.
The information includes:
SEQ
The sequence number tracks the records in the paging screen.
PRODUCT NO
The non-bulk rental asset on the Work Order is displayed for reference.
WORK ORDER
The Work Order number is displayed for reference.
VIEW
Click on the button in the 'View' column to review the Header, Details, and Totals information from the W.O. as outlined in View Document Information.
CLOSE
Check this box if this W.O. should be closed by this utility.
Uncheck this box if this W.O. should not be closed at this time.
STATUS
The current status for the non-bulk rental product is displayed.
This value can only be changed if the "Update Status Code" option was selected in the initial parameters for this run.
Enter the new Status Code or select it from the Product Status Codes Search window.
Status Code Restrictions:
Status Codes that turn off 'allow rent' or 'allow transfer' cannot be selected as a change to these codes requires an Override Reason. These Work Orders would have to be closed individually.
Only status codes having the same "Allow Depreciation" flag can be re-assigned.
Any change to the Product Status Code is tracked in Status Code Change History for WOWH28.
Note: If there are multiple Work Orders for the same non-bulk rental product, only the first occurrence of an asset will be enabled to assign a new status value.
DESCRIPTION
The Status description is displayed for reference.
NEW METER
The current meter reading from Rental Inventory is displayed.
This may not be the same as the meter units logged on the Work Order.
This value can only be changed if the "Update Meter" option was selected in the initial parameters for this run.
Enter the new meter in reading for the product.
Note: If there are multiple Work Orders for the same non-bulk rental product, only the first occurrence of an asset will be enabled to assign a new meter value.
REASON
If the New Meter reading entered is less than the Current Meter Reading in Rental Inventory, select a Reason Code from the Meter Reason Code Search window and complete any required meter information as instructed for that Reason Code.
For information on tracking Meter correction, rollover or replacement on equipment refer to Update Meter Prompt/Meter Hours.
DESCRIPTION
The Reason description is displayed for reference.
Expanded Record Details
To view and access the Name, Repair Code, Charge Code and Date fields, on the W.O. detail paging screen, press or click on the EXP/CON button on the product detail line as follows:
DESCRIPTION
The rental asset description is displayed for reference.
REPAIR CODE
Accept the default Repair Code from the selection screen or select one from the drop down list as setup in Repair Maintenance Code table.
CHARGE CODE
Accept the default Charge Code from the selection screen or select one from the drop down list as setup in Charge Code table.
REPAIR CUSTOMER
Accept the default customer from the selection screen or select one from or select one from the Customer Search window.
CLOSE DATE
The close date of the Work Order defaults either from the original W.O. or from the date specified in the selection screen of this utility.
The date can be modified for SRM Work Orders as required.
Note: The Close Date is disabled if the W.O. was completed in Texada Web.
OLD METER STOP
If the Meter has been replaced, the final meter reading on the old meter is displayed for information only.
NEW METER DIGITS
If the Meter has been replaced, the number of digits on the new meter is displayed for information only.
NEW METER START
If the Meter has been replaced, the new meter reading is displayed for information only.
Finished?
Click ACCEPT to proceed with the bulk close or CANCEL to abort.
Date Security:
If the operator does have Date Range Control permission Work Orders outside of the range will still be closed on the W.O. date or on the W.O. adjusted date from the paging screen.
If the operator does not have Date Range Override permission then Work Orders outside of the range will be closed on the selected 'Repair Date'.
Bulk Work Order Close Summary:
The Close W.O. action will generate an Information Log report listing any Work Orders that could not be closed with the reason, along with a list of Work Orders that were closed to an Internal Repair. These are included on the Print Repair Transactions report.
ACTIONS:
Additional actions provided by buttons on the Resulting Work Order List screen include:
•Click the SET ALL button to check the Close boxes for all Work Orders in this paging screen.
Individual W.O.s that should not be closed to an Internal Repair can then be unchecked as required.
•Conversely, click the CLEAR ALL button to uncheck the Close boxes for all Work Orders.
Individual W.O.s can then be rechecked to be closed as required.
Topic Keyword: WOWH28 (7034)