These forms allow you to manage work-in-progress (WIP). All uncompleted tasks in WIP are visible and colour coded according to status of the task (based on your choice of colour codes – see Status Codes). Resources can be maintained – added or deleted, quantities changed, and specific resource allocation can be done. Work orders can be released for work completion and detail data capture of feedback for each Work order and task is available.

Process of Create Ad-Hoc Work Order

The following is the complete maintenance process. This section will only discuss the process of all the work-in-progress that were created through the transferred function.

1.      Click on Maintenance Planning to open the execution create wizard to create a new adhoc work order.

Create a work order and quote

2.      The create of an adhoc work order from an event template will create the work order with all the resources required for the execution process. Add the resources that will be used for this execution order to the resource lines, by clicking on the Resource lines button in Execution Specific lines. Once the resources are added, change the selected execution work order’s status to quote. The quote is finalised by clicking on the Enquiries button and select the “Job card quotation”, printed the quotation and sent to the customer. If the quote is accepted and signed off, the accept quote action is to change the execution specific status to “Approved”.

Note

If an event template is linked to an object, and a budget event, resources, items are created, then with the transfer process when the execution order is created, the resource lines will be automatically created from the event template.

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4.      Click on the Specific ID dropdown and select the vehicle to create the adhoc work order.

The Specific object structure code will automatically defaulted when the specific ID is selected.

The Object code will automatically defaulted when the specific ID is selected.

The Execution specific description will automatically defaulted when the Event template is selected to use for the create of the work order. If object should be linked to an event template in order to use the events function for the create of the work order. If no event template is used, the execution specific description can be added to give more detail on the work order.

5.      Click on the Event code dropdown and select the pre-defined event definitions for the selected object vehicle to create the adhoc work order. Information on event definitions will only be available if the object is linked to the event template.

The Description will automatically defaulted in from the event template detail.

  1. Click on the NEXT button to proceed with the create of the execution work order.

 

7.      Click Resource lines button under execution specific lines in execution register, to add resources to execution order.

Add the resources that will be used on the execution order, by creating a new record. All trades/items that will be used for this work order can be added before the status of the work order is changed to "quotation" or "approved" if the customer don't get quote because of a maintenance plan. The following is an example of a resource:

 

8.      Click the Fast tab: General to expand/collapse.

Select the Resource type field to add a resource of type trade/item.

Select a Resource code that defines the item/trade type that was selected.

Select a Currency code.

Add a Sales price for the selected item/trade.

Add a Cost price for the selected item/trade.

9.      Click the Fast tab: Values to expand/collapse.

The Quantity UOM will be added from the resource table if the resource type is a item.

Add the Budget qty value to indicate the quantity that will be needed.

The Actual qty will be updated when the feedback is done and committed..

The Duration UOM will be added from the resource table if the resource type is a trade.

Add the Budget duration value to indicate the duration that will be needed.

The Actual duration will be updated when the feedback is done and committed.

Add the Feedback value when the actual work is completed and commit feedback.

The Journal value will be updated when the feedback is committed.

10.  Click the Fast tab: Setup to expand/collapse.

The Disclose Indicator is ticked to indicate that the resource line will be printed on the invoice but it will be "OFF" when the resource line is rolled-up to another resource type.

Select the Rollup resource type if this resource should be rolled-up to when the lines are displayed on invoices.

Select the Rollup resource code if this resource should be rolled-up to when the lines are displayed on invoices.

The Billing indicator is "ON" if this resource type is a billable item/trade.

Select the Pricing model to indicate if the pricing is fixed or variable.

The Quoted price indicator will be ticked to indicate that the quoted price will be invoiced and not the actual value price as per job card.

Select the Supplier if a specific supplier will be used.

The Resource description will be added from the resource table.

11.  Click the Fast tab: Purchase Order lines to expand/collapse.

Purchase order lines will ONLY be created if a specific item is not available in stock and has to be purchased or a specific trade is needed and is requested from an external source.

12.  Click the Fast tab: Financial Dimensions to expand/collapse.

The Contract Specific; Execution Specific; Specific dimensions are automatically be added from the contract if the specific is linked to a contract, from the execution and the specific record.

Select the default Cost Center dimension that will be used.

Select the default Department dimension that will be used.

Select the default Expense Purpose dimension that will be used.

13.  Click the Fast tab: Stock Dimensions to expand/collapse.

Select the Configuration field to defines the descriptive name of configuration. Not mandatory.

Select the Size field to defines the size of the item, select from the available list of sizes. Not mandatory.

Select the Colour field to defines the colour of the item, select from the available list of colours. Not mandatory.

Select the Site field to defines site where the item is stored, select from the available list of sites. For the reserve of the stock the site has to be selected.

Select the Warehouse field to defines the warehouse location where the item is stored, select from the available list of warehouse locations. For the reserve of the stock the warehouse has to be selected.

Select the Location field to defines the location where the item is stored, select from the available list of locations. Not mandatory.

Select the Pallet field to defines the pallet that is associated with the item, select from the available list of pallets. Not mandatory.

Select a Batch number to defines the batch number that is associated with the item, select from the available list of batch numbers. Not mandatory.

Select a Serial number to defines the serial number that is associated with the item, select from the available list of serial numbers.

14.  Click the Fast tab: Inventory Status to expand/collapse.

Item required will display the number of items required for this item line.

Execution warehouse will display the number of items received from the warehouse.

Execution order will display the number of items received on the execution order.

Item returned will display the number of items that were not used and returned to the warehouse.

15.  Once the resources are added, change the selected execution work order’s status to "quote". The quote is finalised by clicking on the Enquiries button and select the “Job card quotation”, printed the quotation and sent to the customer. If the quote is accepted and signed off, the accept quote action is to change the execution specific status to “Approved”. If the customer don't need to have a quote for the work to be done, the status of the execution order can be changed to approved.

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Check Stock availability

Once the status is changed to "approved", the system will automatically check for the availability of stock for this execution work order.

The system will reserve the stock or it can be withdrawn from the available warehouse.

If no stock is available, raise a purchase order for the stock items needed.

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Validate for resource availability

The system will check for the availability of resources to be allocated to do the work on this execution work order.

If no resources are available, the work status can be changed to “Delay” and a new start date can be allocated to do this work.

If enough resources are available, the execution specific status can be changed to the status “In Progress”

Work in Progress

Before the status change will be accepted, the system will check for a warranty, if there is a valid warranty, create the warranty claims. If there is no valid warranty, it will proceed.

The system also checks for a valid permit, if there is NO valid permit, you have to obtain a valid permit before you can proceed to change the status to “In Progress”.

Once the status is changed to “In Progress” the actual maintenance work can begin. The will be a message box with message that the Journal was completed. Under Enquiries menu, the Financial transactions will show the move of the stock from the warehouse.

 

Execution Register Line details

On line detail there are tabs that can be changed and managed the work order:

  • General – This tab is administration information for the selected record. Execution type, priority and currency code can be updated.
  • Setup – This tab is the view and edit of planned dates/times, actual start/complete dates/times information for the specific work order line.
  • Administration – This tab is view and edit of the execution parties, planning organisations, internal accounting organisations information for the specific work order line. The billing indicator for the specific line can be selected.
  • Specific – This tab is miscellaneous information of the specific object selected. (This information cannot be edited on this tab.)

See also

About Maintenance Planning