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New Work Order Invoicing/Review ProcessThis Help File Page was last Modified on 04/29/2017 |
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New Work Order Invoicing/Review ProcessThis Help File Page was last Modified on 04/29/2017 |
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❑The revised Work Order Invoicing/Review Form now has two new filters: 1.) using the new Date Options Drop-Down Selection List with four Date Range filtering options [i.e., Date Scheduled, Date Requested, Date Completed, Serviced], and 2.) the Work Order Type Drop-Down Selection List with six filtering options [i.e., All, Standard Work Order, Fire Alarm Test, Fire Extinguisher Inspection, Installation Order, Jobs].
Work Order Invoicing/Review Form
❑Updating data on the Work Order Invoicing/Review Form:
•The Work Order Listing - Grid section has its own Ribbon Menu.
•The service call related information previously entered for the selected Work Order will be shown within the Work Order Listing - Grid section and may be modified, as appropriate.
✓Invoice? - Check this box to have the Generate Invoices function create an Invoice for this Work Order.
✓Reviewed - Check this box to indicate the an Administrator has reviewed this Work Order.
✓Complete - Check this box to indicate this Work Order has been completed.
✓Subscriber - The name of the Subscriber for whom the service was performed.
✓CSID - The Central Station's Account Number of the Subscriber for whom the service was performed.
✓Work Order - The system assigned Work Order Number.
✓Service Type - If not entered, use the Drop-Down Selection List provided to Choose the Service Type that best characterizes this Work Order.
✓Technician - If not entered, use the Drop-Down Selection List provided to Choose the Lead Technician for this Work Order.
▪You may also attribute the Labor hours and charges for this Work Order to more than one Technician, as needed (following the instructions in Labor tab below).
▪However, this Technician selection represents the "Technician of Record" (a.k.a. "Lead Technician") for this Work Order.
✓Conditions - This is the problem reported and entered when the request for service was recorded.
✓Requested - This is the Date when the request for service was recorded.
✓Completed On - This is the Date when the request for service was successfully completed.
✓Service Type - If not entered, use the Drop-Down Selection List to Choose the Service Type that best characterizes this Work Order.
✓Serviced On - If not entered, use the Drop-Down Calendar/Date Entry field to enter the Date when this service was performed.
✓Sub Service - Use the Drop-Down Selection List provided to Choose the subordinate Service Category associated with the selected Service Type which best characterizes this Work Order.
✓Hours - This system maintained Value represents the sum of all man-hours charged for Labor (see the "1. Labor tab" discussion in the Tabs section below) from all the Technicians that performed work for this Work Order.
✓Labor - This system maintained Value represents the total Amount to be charged for Labor (Bill Rate * Hours for each Technicians' time used) charged for Labor (see the "1. Labor tab" discussion in the Tabs section below) from all the Technicians that performed work for this Work Order.
✓Inv\Materials - This system maintained value represents the total Retail Price charges for Inventory\Material items (see the "2. Inventory/Materials tab" discussion in the Tabs section below) used for this Work Order.
✓Misc Cost - Enter the value to be charged for any Miscellaneous Costs - beyond those entered for Labor and Inventory\Material.
✓Cost - This value represents the sum of the "Retail" Labor, Inventory\Material and Miscellaneous Costs, including Sales Tax.
✓Services Performed - Enter a description of the work that was actually performed.
✓Resolution - If not entered, use the Drop-Down Selection List provided to Choose the appropriate Work Order Resolution for this Work Order.
✓Exclude Invoice Labor - Check this box to exclude the Labor charge associated with any Sale-Purchase Item entered in the Mat.\Inv. Drop-Down Info Box field if their was also a Labor Installation entry in the Job Cost Categories section of the Inventory Item.
▪When an Inventory Item is defined, part of this Sale-Purchase Item entry offers a Job Cost Categories section
▪In this Job Cost Categories section the User may identify the associated Labor Costs for the installation of that Inventory Item.
▪These Labor Costs include the Labor Hours, Employee Pay Rate and the Retail Pay Rate.
▪This Exclude Invoice Labor? option allows the User to tell MKMS to ignore these Labor Costs when creating an Invoice that includes Inventory Items.
✓Non Billable - Check this box when any costs associated with this Work Order should not be billed to the Subscriber. By doing so:
▪The Invoice button will be disabled (see the "Invoice button" on the Work Order Form).
▪This Work Order will not appear in the Work Orders Not Invoiced report.
•Save - Click the Save Icon at the bottom of the Work Order Listing - Grid section to record this revised Work Order information, or
•Cancel - Click the Cancel Icon at the bottom of the Work Order Listing - Grid section to abort this edit.
❑Tabs - There are six (6) tabs below the Work Order Listing - Grid section
•Specific Details of a Selected Work Order will be available, and may be added or modified in the Labor, Inventory/Materials, Installed Equipment, Technician Activity, Appointments and Parts List tabs
Work Order Invoicing/Review Form
Labor, Inventory / Materials, Installed Equipment, Technician Activity, Appointments & Parts List tabs
1.Labor tab - Select the Labor tab to add and/or update the information relating to the Technician(s) that worked on this Service Request, and the Labor Hours that are to be charged to the selected Work Order.
✓This Labor tab has its own Ribbon Menu located at the bottom of the Labor tab, which in addition to the normal record movement options, offers Insert, Delete, Save, Cancel, and Refresh Icons, has the special 
Advanced Item Search Icon used to display the Advanced Sale Item Look-up dialog.
Work Order Invoicing/Review Form - Labor tab
2.Inventory/Materials tab - Select the Inventory/Materials tab to record the Inventory and other Materials and Expenses that will be charged to this Work Order.
✓This Inventory/Materials tab has its own Ribbon Menu located at the bottom of the Inventory/Materials tab, which in addition to the normal record movement, Insert, Delete, Save, Cancel, and Refresh Icons, has the Advanced Item Search Icon used to display the Advanced Sale Item Look-up dialog, and the 
Parts List Icon used to display the list of Parts (i.e., Inventory Items) identified on the Parts List tab of the associated Work Order.
Work Order Invoicing/Review Form - Inventory\Materials tab
✓Using the Parts List Icon to populate the Inventory/Materials tab
Click the Parts List Icon to display the Parts List dialog with the list of Parts (i.e., Inventory Items) that are on the Parts List tab of the associated Work Order which may be imported into the Inventory/Materials tab
✓To use this feature, the following conditions must have been met:
▪Those Parts should have been ordered using the Order Inventory Icon on that Work Order Form to create a Purchase Order for those Parts
▪Those Parts should have subsequently been Checked In (received)
✓Once the Parts List dialog is opened using the Parts List Icon:
Parts List dialog - Use Parts Icon - Select/Unselect All check box
▪Use? - Check the Parts that are to be added to the list in the Inventory/Materials tab
▪Select/Unselect All - Check this box to Choose all of the Parts; or remove this Check to make individual choices
▪Use Parts - Click this Use Parts Icon (it looks exactly the same as the one used to open this Parts List dialog) to add the Selected Parts to the list in the Inventory/Materials tab
3.Installed Equipment tab - The Inventory Items identified within the Inventory\Materials tab (see immediately above) may be recorded in the Installed Equipment Form for the Subscriber whose Work Order is being reviewed.
✓This Installed Equipment tab has its own Ribbon Menu located at the bottom of the Installed Equipment tab, which in addition to the normal record movement, has the Save, Cancel Icons
✓After all of the required Inventory\Materials entries have been identified:
▪Select the Install Equipment tab located at the bottom of the Work Order List
▪Each entry that was made in the Inventory/Materials tab will be listed here
▪But, they are listed in the Installed Equipment tab for different purposes:
a)To identify those entries that should be recorded as Installed Equipment (see that chapter for more information)
b)To set the Warranty Expiration Date for any Inventory Item, if appropriate.
4.Technician Activity tab - The Technician Activity recorded in the selected Work Order is automatically inserted into the Technician Activity tab at the bottom of the Work Order Invoicing/Review Form
✓This Technician Activity tab has its own Ribbon Menu located at the bottom of the Technician Activity tab, which in addition to the normal record movement, has the Insert, Delete, Save, Cancel, and Refresh Icons
✓Tech Status changes should be posted using the Tech Status Form so they will be automatically be posted to the Technician Activity tab.
5.Appointments tab - Any Appointments that were set for this Work Order will be listed.
Work Order Invoicing/Review Form - Appointments tab
✓Once this Work Order has been Checked as Complete and a Completed On Date has been entered,
▪The User will be asked to delete the existing Appointment that was made for this Work Order.
▪Answer as appropriate.
6.Parts List tab - Except for the ability to Insert (add) additional items into the Parts List, this tab functions in a similar manner to the Parts List Tab on the Work Order Form.
Work Order Invoicing/Review Form - Parts List tab