Actual Cost Settings
The Complete/Close window may include a section displaying Actual Cost settings. The default values for these controls are based on preferences set for the work order Complete/Close window. This section is often not displayed when an area for entering Actual Labor, Parts, and Other Costs is provided.
The options to set actual labor, parts, and other costs to estimated values have broad implications. The conversion options create new actual cost records based on the information stored in the estimates, resulting in the deletion of any manually entered actual records. It is critical to understand how these options work before using them.
Note:
These options are most commonly used when the work order was generated from a preventive maintenance schedule with predefined estimates and costs.
The option to convert estimated or assigned labor to actual labor provides a quick mechanism to convert existing estimates or assignments to actual labor, allowing you to keep track of actual labor costs. However, these options reset any records created in the Labor section of the Actuals sub-tab.
The conversion options create new actual cost records based on the information stored in the estimates or assignments, resulting in the deletion of any manually entered records. To ensure that no important data is lost, you should not use these conversion options if you are entering actual cost records independently.
To convert estimated or assigned labor to actual labor records:
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Choose between two options:
These options are alternatives. You cannot set actual labor hours to both estimated and assigned labor. You must choose which current records (assignments or estimates) most accurately reflect the actual labor performed.
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Once you have applied these settings, Maintenance Connection will create actual labor records reflecting these values.
To remove any defined settings, click inside the box or on the line to remove an option.
The option to convert estimated parts and other costs to actual costs provides a quick mechanism to update actual cost records with values from the estimate records, allowing you to keep track of actual costs and ensure inventory levels are properly updated. However, it is important to understand that these options reset any records created in the Parts and Other Cost sections of the Actual sub-tab.
The conversion options create new actual cost records based on the information stored in the estimates, resulting in the deletion of any manually entered or updated records. To ensure that no important data is lost, you should not use these conversion options if you are entering actual cost records independently.
To convert estimated part and other cost records to actual records:
Choose between two options:
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Set Actual Parts equal to Estimated Parts to populate actual cost records with values from the estimates
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Set Actual Other Costs equal to Estimated Other Costs to populate actual cost records with values from the estimates
Once you have applied the settings made on this dialog, Maintenance Connection will update the actual cost records for parts and other costs with the values associated with the respective estimates. For part records, inventory levels will be updated with the actual quantity used. These values are populated from the estimated quantity.
To remove any defined settings, click inside the box or on the line to remove an option.
Labor (Actuals) 