Edit a Work Order

If there is an existing work order that you need to update or want to complete, you can do so with the Edit an Existing Work Order function.

To edit a work order, follow these steps:

1. On the TMS Today screen, select Work Order Edit.

2. Enter a valid Work Order Number in the WO Number field.

3. Click OK.

4. If only one work order matches the number you entered, you are taken to the Work Order Edit screen

   If multiple work orders match that number, all matching work orders are listed and you can select the desired record to open in Edit mode.

5. Complete the following tasks:

   • Add or Update an Asset

   • View the Asset Record

   • Add or Remove an Assignment

   • Add or Update Procedures

   • Complete the Procedures and Procedure Readings

   • Add Charges

   • Add and Update Downtime Information

   • Complete the Work Order

6. When you are done viewing and editing the work order, click Save.

Add or Update an Asset

To add or change an asset to the work order, follow these steps:

1. Click Change Asset.

2. If there is already an asset attached to the work order, you can remove it by selecting the asset in the grid area.

3. To add a new asset, enter a valid Asset Number in the first field, or select an asset group from the drop-down menu.

4. Click Save to add the asset, or Another to add this asset and add another asset.

   After you click Save, you are taken back to Work Order Edit.

View the Asset Record

To view the asset record tied to the work order, follow these steps:

1. Select the Asset Number link for the asset you want to view.

2. This takes you to the Asset Edit screen.

3. If necessary, you can change the values in the fields on this screen.

4. If you made changes, click Save.

5. Select Back to Work Order at the bottom of the screen to return to Work Order Edit.

Add or Update Procedures

To add a procedure, follow these steps:

1. Click the Procedures link.

2. Click Modify Procedures.

3. Click Add a Procedure.

4. Either enter a valid Procedure Number, or click Find and then search for the procedure to add.

5. Click Go when you have selected a procedure to add.

6. To update the Sequence #, enter a new sequence value or click Next Seq. #.

7. To update the Estimated Time (Est. Time), enter a new time value.

8. Click OK to return to the Procedures screen, or click Another to save this procedure and then add another procedure.

9. When you return to the Procedures screen, click Save to commit your changes.

   If the procedure you added has associated sub procedures, they will not appear on the procedure list. You will only see the sub procedures as you enter readings to the procedure.

To update or remove a procedure from the work order, follow these steps:

1. Click the Procedures link.

2. Click Modify Procedures.

3. Select the procedure to modify from the grid.

4. To update the Sequence #, enter a new sequence value or select Next Seq. #.

5. To update the Estimated Time (Est. Time), enter a new time value.

6. To remove the procedure from the work order, select Remove this Procedure.

7. If you made changes to the procedure, click OK to return to the Procedures screen.

8. When you return to the Procedures screen, click Save to commit your changes.

Complete the Procedures and Procedure Readings

To complete a procedure or procedure reading, follow these steps:

1. Click the Procedures link.

2. Click the procedure you would like to complete.

3. Follow the available procedure instructions.

4. If there are readings that need to be entered, select Enter Readings.

5. Follow the available sub procedure instructions.

6. Enter the procedure reading.

7. For text or value entry sub procedures, select OK

   For ranged procedure readings:

   If the reading is inside of the range and saving is not permitted, a message is displayed and the changes are not committed.

   If the reading is inside the range and saving is permitted, a message is displayed and the changes are committed.

   For more information on Ranged Sub Procedures, see this section. For more information on Ranged Procedure Readings on work orders, see this topic.

   For choice list sub procedure readings:

   The options might be presented as option buttons, check boxes, or in a drop-down menu.

   You must select at least one option for option buttons and drop-down menus.

   Only check boxes allow you to select multiple options.

8. If there are multiple sub procedures tied to the procedure, click Next.

   If not, proceed to step 9.

9. Repeat steps 5 through 7 as needed.

10. When you're done entering readings, click Return to Procedures.

    If you need to update a procedure reading that was previously entered, follow steps 1 through 4 above and then enter a different reading.

Add Charges

To add a time charge, follow these steps:

1. Click Charges.

2. Click Add a Time Charge.

   The Resource field shows the resource tied to your username but you can select a different resource from the drop-down menu as needed.

3. Change the Hours Type in the drop-down menu as needed.

   By default, the Hours Type code is Regular.

4. In the Hours field, enter the number of hours you want to charge to the work order in decimal form

   For example: you would enter one hour and 15 minutes as 1.25.

5. In the Billable field, select Yes or No.

6. The Account field displays the account assigned to the work order but you can select a different Account code from the drop-down menu as needed.

7. In the Cost Center field, select the appropriate code.

8. Date shows the current date but you can select Change Date to select a different date.

9. Enter a Stop Time if necessary (using the HH:MM format, and AM or PM).

10. Enter comments about the time charge in the Comments field.

11. Click Save to commit the time charge to the work order.

Existing time charges display in a grid once they are entered. Existing time charges can be modified by clicking their link.

To add a material charge, follow these steps:

1. Click Charges.

2. Click Add Material Issue .

3. Select the Warehouse.

4. Enter the Issue Item if you know it or click Query to search for it.

5. Click Go once you have the item number.

6. Date Issued is the current date by default but you can click Change Date to select a different date.

7. Change the Time Issued (defaults to the current time).

8. Enter the Quantity of the material to be issued.

9. Click Save to commit the material charge to the work order.

Existing charges display in a grid once they are entered. Existing charges can be modified by clicking their link.

Add and Update Downtime Information

To add downtime, follow these steps:

1. Click Downtime.

2. Click Add Downtime.

3. On the Downtime screen, select one of the two entry methods:

   1. Select Total Hours Only.

   2. Enter a Description of the downtime (for example, "Asset down for repair").

   3. Enter the number of Total Hours.

   4. Select OK to save the downtime record.

   OR

   1. Select Enter Dates and Times.

   2. Enter a Description of the downtime (for example, "Asset down for repair").

   3. Under Start Date, select Change Date and then select a date on the calendar.

   4. Enter the time below the date.

   5. Select OK to save the downtime record.

4. If necessary, add Completion Comments and a Meter Reading to the work order.

5. The Completion Date and Time are set to the current day and time by default but if you need to change the date, click Change Date and select the correct date from the provided calendar.

6. Select any necessary codes from the Problem, Cause, Item, and Action drop-down menus.

7. Click Save to save your changes.

8. If you're done working on the work order, you can click the TMS Today link to return to the TMS Today screen.