Actual Labor, Parts, and Other Costs

Depending on how it is configured for your organization, the Complete / Close window may include a section to enter actual labor hours, parts, or other costs.

You can also edit the quantity and date of usage specified on existing part records. Work orders generated from a PM / Procedure defined with estimated parts will have an actual part record created by default with a quantity of 0, allowing you to easily edit the quantity and date used.

ClosedAdd Actual Labor Hours

  1. Click Add above the Labor (Actuals) section.

    The Add Labor (Actuals) window opens, prompting you to specify the labor record and enter hours expended.

    The window shows your ID and the current date by default, allowing you to quickly create a record for your own labor.

  2. To change the value in the Labor field to another technician:

    1. Click the Labor field.

      A list of labor records displays.

    2. Select the correct record from the list.

  3. Verify or enter the date that the work was performed.

  4. Enter the hours that were worked in the Regular and Overtime fields.

  5. Enter any additional notes in the Comments field.

  6. Click Apply.

    The window closes and the new record is displayed in the Complete / Close window.

ClosedAdd Actual Parts

  1. Click Add above the Parts (Actuals) section.

    The Add Part window opens.

  2. Choose between two options:

    • Select the stock room from which the part was taken from the Location field.

    • Select Out of Pocket from the Location field if the part was purchased out of pocket.

      Items that are designated as out of pocket do not affect inventory and do not initiate any purchase order activity.

  3. Enter any portion of the Part ID or Name in the Part field.

    Maintenance Connection displays the records that correspond, showing the Part Name, Part ID, and Bin. As you add additional characters, the results will narrow, showing you the number of records that match.

  4. Enter the quantity of items used.

    Depending on configuration settings at your organization, the Part Date may show below the Quantity field. If displayed, this field can be updated as needed to more accurately reflect the actual date of part usage.

  5. Update the Account or Category field, if needed.

  6. Click Apply.

    The window closes and the new record is displayed in the Complete/Close window.

ClosedEdit Previously Created Part Records

  1. Click the record you want to edit.

    The Update Part Quantity window opens, allowing you to edit the quantity.

  2. Enter the correct quantity used.

    Depending on configuration settings at your organization, the Part Date may show below the Quantity field. If displayed, this field can be updated to reflect the actual date of part usage.

  3. Click Apply.

    The window closes and the new record is displayed in the Complete/Close window. Records for which actual quantity has been updated will have the quantity field highlighted.

ClosedAdd Actual Other Costs (Miscellaneous Costs)

  1. Click Add above the Other Costs (Actuals) section.

    The Add Other Costs window opens, allowing you to specify the type of cost and amount.

  2. Enter a name and description to describe the miscellaneous cost.

  3. Verify or update the date as needed.

  4. Update the Account or Category field if needed.

  5. Specify the actual cost.

  6. Click Apply.

    The window closes and the new record is displayed in the Complete/Close window.

ClosedRemove Actual Cost Records

Only records added while using the Complete/Close window can be removed. Records previously added must be removed from the Work Order Costs tab.

  1. Click the selection box to the left of the record you want to remove.

    A check mark appears inside the box.

  2. Click Remove above the section where the record is.

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