Work Order – Financial

The General Information pane contains a brief summary of the work order details. This information cannot be modified. It contains the following information:

• Request ID – the identification number assigned when the request was created
• Property – the name of the property at which the request was made

• Location – the location within the property where the work will be done, including one or more of the following fields:

  • Space/Floor – Select a value to indicate that the work should be done on a particular space or floor. Some systems group spaces and floors together and some use separate space and floor values.
  • Zone – Select a value to indicate that the work should be done in a particular zone within the property.
  • Tower/Wing – Select a value to indicate that the work should be done in a particular tower or wing within the property.
  • Floor – Select a value to indicate that the work should be done on a particular floor within the property
  • Space – Select a value to indicate that the work should be done in a particular space within the property. You cannot select a space until after you select a floor.
  • SubSpace – Select a value to indicate that the work should be done in a particular subspace within the property. You cannot select a subspace until after you select a space.
• Priority/Status – a value indicating how high of a priority it is to complete the work and the current status of the work request, for example, Open, Waiting Approval
• Type/SubType – classifications of the type of work to be done
• Requested By – the name of the user who made the request, which may or may not be the same as the Created By user
• Date Requested – the date on which the request was created
• Estimated Amount – the estimated costs required to complete this request
• Not to Exceed Amount – the cost limit for this request
• Estimated Labor Hours – the estimated number of labor hours required to complete this request

In addition to the information in the gray pane, several links are also displayed.

• Shopping Cart – (Advanced Inventory Only) allows you to place inventory items in a shopping cart for this work order
• Print Work Order – allows you to print the work order
• Request Details – returns to the Request Details page

Adding labor costs allows you to enter the costs associated with hourly labor performed when completing the request. In some circumstances, requests may be configured so that they cannot be closed without entering labor costs. To enter labor costs:

1. Click the ADD LABOR COSTS button.

   The labor cost fields appear. If you have Accounts Payable rights enabled, a separate window opens allowing you to enter both labor cost information and accounts payable information.

2. If Crews functionality is enabled, you can select a crew (for example, Janitorial Staff or Electricians) to narrow the list of employees included in the Labor-Employee drop down. Only members of the selected crew will be displayed.

   If a crew was specified when the work request was created, this field defaults to the selected crew.

3. In the LABOR-Employee field, select the employee who performed the labor.

4. In the Date field, enter the date on which the labor was performed.

5. Enter the number of hours worked.

   Depending on your configuration, you may be allowed to enter hours in either of the following ways:

   • Enter values in the Time Started and Time Finished fields and the system will determine the actual number of hours
   • Enter a value in the Hours filed directly.

   This value will be multiplied by the hourly rate cost to determine the total labor cost.

6. In the Type field, select the type of labor hours (for example; regular, overtime, or double-time).

   This value allows the system to determine labor rate for this employee if the user's labor rates or a labor rate schedule is used to determine the labor rate.

7. In the Labor Reason field, select the reason for the labor hour entry.

   This field may not appear if your system is not configured to use labor reasons.

8. In the Rate/Hr field, enter an hourly labor rate if you want to override the system-generated labor rate.

   If a labor rate schedule is associated with the property where the work is being performed, the system determines the labor rate by looking up the selected labor activity in the rate schedule. If no labor rate schedule is defined for the property, then the user's default labor rate is used.

9. Select the M/U check box if you want to add a markup percentage to the labor rate.

   The markup percentage is determined by the property account.

10. In the Charge To fields, select an account and a labor activity.

    The account determines which general ledger account the labor is billed to when an invoice is generated. The labor activity is used to determine the appropriate labor rate if a labor rate schedule is in place at the property.

11. In the Description field, enter a description for the labor activity.

12. If you have Accounts Payable rights, you can enter values for the following additional fields.

    These fields are used when generating invoices or interfacing with third-party accounting systems.

    • Budget Year – the budget year in which the invoice will be included
    • Vendor – the vendor, or service provider, for the invoice
    • Vendor Code – the internal vendor code associated with the vendor/service provider, defined on the Company Details page
    • AP Invoice # – the unique number for the invoice
    • AP Invoice Date – the date of the invoice
    • AP Invoice Amount – the total invoice amount
    • Tax – the total tax for the invoice
    • S&H – the total shipping and handling costs for the invoice
    • Lien Waiver Amount – any dollar amount listed on the lien waiver
    • Lien Waiver Comment – any comments associated with the lien waiver
    • AP Post Date – the date on which the invoice will be posted
    • AP Due Date – the date on which the invoice is due
    • AP Batch ID – this field will populate once the invoice has been posted to an external system
    • Payment Comments – any comments or payment instructions associated with the invoice
    • AP Invoice Status – the status value of the invoice.

13. Click ADD.

    The labor costs are displayed in the Cost Summary pane and added to the total costs.

Adding material costs allows you to enter the costs of the tools, supplies, and other materials needed to complete a work request. When you add material items, they are taken out of inventory and associated with the work order. This updates the on-hand quantity of the items managed with the Inventory module.

To add material costs:

1. Click the ADD MATERIAL COSTS button.

   The material item cost fields appear. If you have Accounts Payable rights enabled, a separate window opens allowing you to enter both material item cost information and accounts payable information.

2. Click the MATERIALS-Item link to locate and select the item to add.

   1. Click the item's part number link.

   2. Specify Part#, FIN, Supplier Part#, Description, or Material Class criteria to locate the item.

   3. Select a Warehouse.

   4. Click FIND.

      If the item is stored in multiple bins in the selected warehouse, a bin drop-down menu appears below the part number field.

   5. Select the bin you want to take the item from.

      The quantity stored in each bin appears to help you choose the appropriate bin.

3. In the Description field, modify the default description field, if needed.

4. In the Quantity field, enter the number of items you are adding to the work order.

   This value will be multiplied by the unit cost to determine the cost of all items

5. In the Unit Cost field, modify the default cost of the item, if needed.

6. In the Tax Rate (%) field, modify the default tax rate, if needed.

   The tax rate displayed is the default rate from the sales tax group associated with the property.

7. In the S&H field, enter any shipping or handling costs associated with the item.

8. Select the M/U check box if you want to add a markup percentage to the item.

   The markup percentage is determined by the property account.

9. In the Charge To field, select the account the cost is billed to when an invoice is generated.

10. In the Date field, enter the date on which the item was added.

11. If you have Accounts Payable rights, you can enter values for the following additional fields.

    These fields are used when generating invoices or interfacing with third-party accounting systems.

    • Budget Year – the budget year in which the invoice will be included
    • Vendor – the vendor, or service provider, for the invoice
    • Vendor Code – the internal vendor code associated with the vendor/service provider, defined on the Company Details page
    • AP Invoice # – the unique number for the invoice
    • AP Invoice Date – the date of the invoice
    • AP Invoice Amount – the total invoice amount
    • Tax – the total tax for the invoice
    • S&H – the total shipping and handling costs for the invoice
    • Lien Waiver Amount – any dollar amount listed on the lien waiver
    • Lien Waiver Comment – any comments associated with the lien waiver
    • AP Post Date – the date on which the invoice will be posted
    • AP Due Date – the date on which the invoice is due
    • AP Batch ID – this field will populate once the invoice has been posted to an external system
    • Payment Comments – any comments or payment instructions associated with the invoice
    • AP Invoice Status – the status value of the invoice.

12. Click ADD.

    The material costs are displayed in the Cost Summary pane and added to the total costs.

Adding other costs allows you to enter any other type of cost incurred when completing the work order. These may be service fees, traveling expenses, or the cost of material items that are not managed by the Inventory module. To add other costs:

1. Click the ADD OTHER COSTS button.

   The other costs fields appear. If you have Accounts Payable rights enabled, a separate window opens allowing you to enter both other cost information and accounts payable information.

2. In the OTHER-Type field, select the type of cost you are adding.

3. In the Description field, enter a description of the cost.

4. In the Quantity field, enter the number of other items.

   This value will be multiplied by the unit cost to determine the cost of all items.

5. In the Unit Cost field, modify the default cost of the item, if needed.

6. In the Tax Rate (%) field, modify the default tax rate, if needed.

   The tax rate displayed is the default rate from the sales tax group associated with the property.

7. In the S&H field, enter any shipping or handling costs associated with the other cost.

8. Select the M/U check box if you want to add a markup percentage to the other cost.

   The markup percentage is determined by the property account.

9. In the Charge To field, select the account the cost is billed to when an invoice is generated.

10. In the Date field, enter the date on which the item was added.

11. In the Payee field, enter a the name of the payee if the other cost was already paid to an external party.

12. If you have Accounts Payable rights, you can enter values for the following additional fields.

    These fields are used when generating invoices or interfacing with third-party accounting systems.

    • Budget Year – the budget year in which the invoice will be included
    • Vendor – the vendor, or service provider, for the invoice
    • Vendor Code – the internal vendor code associated with the vendor/service provider, defined on the Company Details page
    • AP Invoice # – the unique number for the invoice
    • AP Invoice Date – the date of the invoice
    • AP Invoice Amount – the total invoice amount
    • Tax – the total tax for the invoice
    • S&H – the total shipping and handling costs for the invoice
    • Lien Waiver Amount – any dollar amount listed on the lien waiver
    • Lien Waiver Comment – any comments associated with the lien waiver
    • AP Post Date – the date on which the invoice will be posted
    • AP Due Date – the date on which the invoice is due
    • AP Batch ID – this field will populate once the invoice has been posted to an external system
    • Payment Comments – any comments or payment instructions associated with the invoice
    • AP Invoice Status – the status value of the invoice.

13. Click ADD.

    The other costs are displayed in the Cost Summary pane and added to the total costs.

All costs that have been associated with the work order are summarized in the Costs Summary pane. Costs of a specific type are grouped together—labor costs, material costs, then other costs. A total of all costs is displayed at the bottom of the pane.

Each time a cost is added to the work order, it is added to the appropriate category and the total is updated.

If Advanced Inventory is enabled, this pane also displays all costs that were associated with the work order using the Item Issue inventory transaction.

The Charge Record Export link appears if the work order is a standing work order—a work order that is kept open indefinitely so that labor, materials, and other costs can be regularly charged, preventing duplicate work orders from being created. Since only 100 cost entries of each type (labor, material, or other) can be displayed on the Work Order Financial page, the Charge Record Export link allows you to export all charges associated with a work order so that more than 100 cost entries can be displayed.

You can modify the costs displayed.

• EDIT – Click this button to open a window that allows you to modify the cost. You can also modify the tax rate, and enter an AR Invoice number and date.
• DEL – Click this button to delete the cost and remove it from the total.

All costs that are associated with child work orders are summarized in the Rollup Totals Summary pane.

Rollup costs only appear if the parent/child work order functionality is enabled, the work order you are examining has at least one child work order, and you have been given the appropriate security rights to view rollup costs.

Costs are grouped by type—labor costs, material costs, then other costs. The rollup cost values include both the costs that roll up from child work orders as well as the costs entered on this work order so that the Grand Total reflects all costs.

Each time a cost is added to the work order or any child work order, it is added to the appropriate category and the grand total is updated.

To view a breakdown of the itemized charges from each work order in the parent/child hierarchy, click the View Itemized Charges link.

Once the work has been completed and costs have been entered, you can close the request directly from the Work Order Financial page. Closed work requests no longer appear on the My Requests page.

To close a work order:

1. In the Closing Comments field, enter a summary of the work performed or any other important closing information.

   Many systems are set up to require closing comments to be entered before a work order can be closed.

2. Select the Append to Statement of Work check box to ensure that the closing comments are added to the request's statement of work.

   This prevents users from having to scroll down to the bottom of the request history to view the closing comments.

3. In the Failure Code field, select a value if you need to indicate that there was some type of failure that prevented the work from being successfully completed.

4. In the Tracking Code field, select a value to indicate any addition classification value that should be tracked on this work request. Some systems require a tracking code value to be entered before a work request can be closed.

5. If the request was completed late, select a value in the Completion Reason field.

   If the Completion Reason field appears, you cannot close a request that was completed after the specified Complete By date without specifying a reason why the request was late.

6. In the Cost Code field, select a value to indicate how to group the cost.

   Some systems require costs codes to group costs by space or floor.

7. The External WO# field is for entering and tracking the work order number if the work order was entered from an external system.

8. In the Date Closed and Time fields, enter the date and time you are closing this work order.

   If you do not enter a time, the system will automatically enter the current time.

9. If you want to associate an Asset with the work order, click the Select link and select an asset.

10. Click CLOSE.

    The work order is closed and the Close Work Order pane is removed from the page.