Work Order System International Alert Users Association Conference November 10-12, 2011 Jeffrey Knoepke
Overview • Use and Benefits of Work Order • Setup • Writing Work Orders and Estimates • Work Order Generator • Editing Work Orders and Estimates • Closing Work Orders • Work Order Utilities • Work Orders in the Operator Dashboard • Work Order Reports
What can you do with the Work Order System? Organize, track, and monitor repair tasks for: • Scheduled preventive maintenance • Unexpected equipment repairs • Warranty work • Customer-owned equipment repairs
What can you do with the Work Order System? Internal Work Orders • Recognize work as an expense against the item • Track Parts and Labor used on repairs • Reported at cost on the Daily Transaction Report • Automatically update inventory availability status • Update maintenance costs • Provide detailed service history on an item
What can you do with the Work Order System? Customer Work Orders • Recognize completed work as Revenue • Track Parts and Labor used on service orders • Reported as a sale on the Daily Transaction Report
Terminology • Form A group of activities & services done on a schedule (known as a Maintenance Interval). e.g. 100 hour service • Work Type One of the activities included in a Form. e.g. change oil • Parts Pieces needed to complete the work e.g. Oil • Labor Mechanic needed to complete the work e.g. Master Mechanic, Factory Trained Mechanic
Internal Repair Customer Internal Repair Customer • Automatically used for Internal Work Orders • Set up as Charge (AR) customer • Taxable (for Use Tax) or Non-taxable • Internal customer Work Orders post to the Fixed Asset at Cost as a Maintenance Expense
Internal Repair Contract Internal Repair Contract Where rental assets are automatically listed while on Work Orders Each store should have its own contract
Shop Supplies • Shop Supplies Charges • Can be automatically added to a Work Order to cover • miscellaneous materials costs. • Based on a percentage of parts and/or labor. • A preselected “Shop Supplies” sales item is added to the • first work type. • For Customer Work Orders, Shop Supplies are charged • at Retail Price. • On Internal Repair Work Orders, Shop Supplies are charged • at Cost.
Internal Repair Parameter Setup Add: • Internal Repair Contract • Internal Repair Customer • Shop Supplies Setup
Shop Supplies “Add Shop Supplies to Customer Work Orders and Estimates” A = Always N = Never P = Prompt “Add Shop Supplies to Internal Work Orders” Yes or No
Shop Supplies “Use Parts and/or Labor to calculate Shop Supplies?” P = Parts only L = Labor only B = Both
Shop Supplies “Percentage to use when calculating Shop Supplies?” Enter percentage of select charges to add for Shop Supplies. “Default Sales Item for Shop Supplies?” Enter the Manufacturers Catalogue number of the part to be added to Work Orders for Shop Supplies
Work Type Setup Codes Setup => Equipment => Fixes Assets => WO Work Types Create a “Misc Repairs” or “Customer Work” Work Type to track parts & labor for non-scheduled services
Repair Mechanic Codes Codes & Setup => Equipment => Fixes Assets => Mechanics Create a Mechanic Code for each Employee or employee class
Writing a Work Order or Estimate
Access to Work Orders The Work Order button, the Menu ‘tree’ or through Counter …
Access to Work Orders … through the F8 W/O button on the Contract screen
Access to Work Orders You can access Work Orders from the “File” option on any of the SearchScreens
Access to Work Orders You can start Work Orders for a serialized piece of equipment that acustomer purchased from you. Got to the Customer’s account and select “Edit” => “Purchased Items” Click / press F8 W/O or, from the “Action” pull-down menu, choose “Put Item on Work Order”
Access to Work Orders You can also start Work Orders from the “Edit” => “Maintenance Menu” option on the Fixed Asset Update Screen … or call then up by clicking on the Work Order number (if the asset is currently on a Work Order)
Writing Work Orders Customer Orders: Enter the Customer First, then the Equipment Internal Work Orders: Enter the Equipment First (Internal Repair customer will be added automatically)
Adding the Customer Functions just like the Counter System including “Accept” button and integration with Driver’s License scanning
Adding a Warrantor A Warrantor is the company who is responsible for paying for warranty work. There must be a Warrantor entered on a ticket if any of the work is warranty work The selection process is just like customer selection so they MUST be entered in your customer file!
Adjusting the Time Ordered = When WO opened Promised = When WO is scheduled to be finished Completed = Actual date WO closed (filled in at closure)
Adding Equipment Work Order Type: • I – Individual • B – Bulk • C – Customer • O – Other If Individual or Bulk, choose the item from the list of company equipment
Adding Equipment Work Order Type: • I – Individual • B – Bulk • C – Customer • O – Other If Customer or Other, fill in equipment Description, Model and Serial#
Adding Work to be Done The work to be done can be selected three different ways: • By Preventive Maintenance Level • By Maintenance Form • By Work Type
Adding Work to be Done • By Preventive Maintenance Level This is the approach that must be used when writing a Work Order for scheduled maintenance in order for the work to be updated as “Done” automatically.
Adding Work to be Done Select which scheduled services are to be completed on this Work Order. The associated Work Types and required Parts will be automatically added to the Work Order.
Adding Work to be Done 2) By Maintenance Form Use this approach when writing a Work Order for services that have existing Forms but that have not been setup as Maintenance Levels. It can also be used when doing scheduled services on customer-owned equipment
Adding Work to be Done Select which Forms contain the services that are to be completed on this Work Order. The associated Work Types and required Parts will be automatically added to the Work Order.
Adding Work to be Done 3) By Work Type This is the approach used when writing a Work Order for unscheduled work, including damage repair, non-standard maintenance, and most work on customer equipment
Adding Work to be Done Add the required Work Types. The associated Parts (if any) will be added automatically to the ticket.
Done? When this work is completed, change this to “Y” All Work Types must be set to Done = “Y” for the Work Order to be closed
Warranty Work? If this is Warranty work, set this field to “Y” You must select a Warrantor customer if any Work Types are listed as Warranty = “Y”
Adding / Changing Parts Highlight the Work Type that the Part goes with and select ‘Parts’
Adding / Changing Parts Item # = Mfg Cat. Number of the part Desc = Description of part (system provided) Comment = Note about this item (not printed) Avail = Quantity Available at this location Price = Retail Price (if Customer Work Order)
Adding / Changing Parts Tx = Taxable Y/N Req = Quantity Required Used = Quantity Used (must be the same or more than the Required before Work Order can be Closed)(unless writing a Credit Work Order)
Adding Labor Highlight the Work Type that the Labor goes with and select ‘Labor’
Adding Labor Mech = Mechanic Code Name = Mechanic’s Name (system provided) Date = Date work done Start / Stop Times = You can enter when the work was begun and when finished. The Hours will be filled in automatically. Hours = If Start / Stop not entered, manually enter time required. Rate = Mechanic’s hourly rate (Retail on Customer WO, Cost on Internal WO) Amount = Extended charges
Work Order Generator
Work Order Generator Traditionally, when a Rental Item that is due for scheduled maintenance checks in: • A Maintenance Due Form is printed • An operator has to manually open a Work Order for this item. • Maintenance levels, etc. must be manually selected With the Work Order Generator: • the counter operator opens the Work Order as part of closing the contract • the equipment and required maintenance levels are automatically filled in
Work Order Generator The Work Order Generator can also be used to put a rental item on a new work order from the Counter Check-in screen
Work Order Generator SETUP Codes Setup Store Parameters folder Counter 3 page • Do you want to use Work Order Generator to start new Work Orders when • Equipment checks in, when Exchanged, and for Level 95 Maintenance? • Always • Never • Prompt