Work Orders

The header appears at the top of the Work Order entry screen and will remain there through the entry process.

Enter a customer number or select one of the on-screen function keys according to the search criteria you wish to use. SF6 can be utilized to search for customers by name, city & state, zip code, work or home phone number. Additionally, if F3 is pressed it will toggle between contains and starts with options. Pressing SF6 a second time will allow searching by user definable miscellaneous fields. Press SF6 a third time will allow searching by customer category.

From the customer number field you can press

F2 - look up customer

F3 - to display customer owned equipment

From this field you can press F5 to add customer owned

equipment

F4 - Look up invoices for customer #

If you press F10 instead of enter on the invoice it will bring the invoice up on the screen and will return you to the invoice list.

F5 - View customer information

F6 - View A/R History

CF5 - View all parts purchased by the customer

SF3 - Lookup invoices to ship to customer

SF4 - to view customer notes

SF6 - Search for a customer by name, city & state, zip code, work, home, fax number or cell number. Pressing SF6 a second time can access search by user definable misc. fields. Pressing SF6 a third time will access a search by customer category.

From within SF6 you can press F8 to filter customers by all, active or inactive.

Enter an invoice number here or select one of the on-screen function keys according to the search criteria you wish to use. By leaving this field blank the system will automatically assign the next sequenced invoice number. If out of sequence invoices are allowed, you may enter the invoice number that should be assigned to this invoice. If a prefix was set in the setup/admin invoicing screen it will default here. If you type in a work order number if the out of sequence mode is allowed you will receive a message that it already exists.

To lookup pre-existing invoices you can press

F2 - Non Archived Invoices

F3 - Archived Invoices

If you highlight an invoice you may press F10 to print the highlighted invoice to print preview. You will then be returned to the search area.

Internal invoices associated with in-house equipment require an equipment stock number. Enter a stock number or select one of the on-screen function keys according to the search criteria you wish to use.

Enter the date this work order invoice transaction is opened. This is NOT the date the invoice is printed. The date must be in MMDDYY format. It cannot be changed after exiting the invoice. This indicates how long it has been in the system.

If you did not enter a stock number, you may manually enter a three-character manufacturer's ID and it will print on the work order.

The Make Productivity Report can be run for the work orders completed for a specific manufacturer if this field is completed.

The salesperson ID number will be placed here. You may change it if necessary.

Enter the purchase order number for the customer, if applicable, or select one of the on-screen function keys according to the search criteria you wish to use.

You can add a service tag number. You may also lookup work orders by this field as well.

You can access the information in the equipment files by serial number or select one of the on-screen function keys according to the search criteria you wish to use.

If this is a credit memo, answer (Y)es. This field is also provided so during normal daily operations you can reverse any work order that has been posted. It reverses any postings to the applicable Accounts Receivable and General Ledger accounts. Otherwise, answer (N)o.

A new button has been added indicating if a Sales Work Order has been created when an equipment sale was closed. The service sales notes from Sales Portal will populate the internal comments for instruction and the status of the work order will indicated Sales Work Order.

This field appears in the invoice pop-up. This provides an explanation as to why a work order is still open. You may periodically change this field as the status of the work order changes.

Enter the name of the person authorizing the repairs, if desired.

Enter it the usage was actual or estimated.

If you enter a figure in the previous usage field, enter the corresponding usage amount type

Hours

Miles

Acres

Bales

If you know the amount of usage for the equipment being repaired, enter the numeric usage in this field.

You may enter a date and time promised. This is not a required field. If entered it will print on the technicians schedule report.

Enter brief wording of the issue

This will tell the program who is responsible for the payment of this segment:

C - Customer

I - Internal (Billed as prep or do-over)

W - Warranty (Billed to third party)

If internal is posted the expense value is updated on the stock number for rental equipment

Choose the pricing method the system will use when calculating price for the parts entered on this invoice/segment. Choose from: retail, trade, wholesale, warranty or dealer. Customer's can be setup with a default pricing method.

Add a additional discount to all parts on this segment of the invoice. Type the percentage you wish to subtract from the parts price ( which is determined based on the pricing method above). This may also default from the customer master record.

This information will pull from the customer master record and can be modified on this screen.

This field is used to calculate the next service date for either rental or internal equipment.

Optional to enter an assigned technician to this segment.

Date can be used for date work is to be completed.

Can be used to identify in shop, field, etc.

A field has been added to the work order segment that will allow you to indicate that a work order segment has been completed.

When a rental item has had warranty work done, and the work completed date has been entered the status of the unit will change to available

This field will only appear if Internal is the "Charge to". A stock order can be entered in the header and there is an

If you choose an option that has the word CLOSE, you will be prompted for a method of payment. This invoice is now considered final.

Note: You can move from different transaction types by using your mouse to click on the headings such as Prt, Lbr, Frt etc. You may also press the letter that corresponds to the transaction type or utilize the up and down arrows. Click on the following links to learn more about each topic.

Enter the Transaction Type for this invoice.

C - Labor - Customer

D - Labor - Discount

I - Labor - Internal

W - Labor - Warranty

Enter the number of hours to bill for the labor. (i.e. 5 hours should be entered as 5.0)

Enter the rate code or press F2 for a pop-up list. This code represents the classification of work done. It will also determines the hourly rate to be billed.

Enter the Mechanic's ID or press F2 for a pop-up list. The ID entered here should represent the mechanic who performed the work or will be given credit for the work on the Mechanic's Productivity report.

Enter the date when the work was performed. This date will determine the month this work will be reflected on the Mechanic's Productivity report.

Place a T in this field if this labor should be taxed. Otherwise, leave this field blank.

This field is determined by either the Rate Code or the SPG Code. In order to adjust the rate amount, you can manually type in the amount you desire, change the rate code, or change the SPG code.

This field is automatically calculated by the number of Hours and the Rate Code or the SPG/Flat Rate Code. You cannot alter this amount. To adjust this amount, you must either change the Rate Code or the SPG Code.

6. If you wish you can call in standard repair time from CNH if you have the CNH Interface Bundle, or KTC from Kubota, call Basic Support for more information. You can search by serial number of model. There two tabs on the right side of the screen. The guided view is a pictorial approach to the standard repair time. The second tab is the tree view and you can search by description.

8. When you are finished entering your transaction(s), you may press F10 to print the invoice. Or, press ESC to return to the transaction option screen.

Enter in the Transaction Type for this invoice.

C - Labor - Customer

D - Labor - Discount

I - Labor - Internal

W - Labor - Warranty

Enter the Transaction Type for this invoice.

C - Labor - Customer

D - Labor - Discount

I - Labor - Internal

W - Labor - Warranty

Enter the Manufacturer's Part Number you wish to add. As you type, a pop-up screen will appear and display all the parts in the system that are closest to what you have typed. You may press the Esc key to eliminate the pop-up screen.

This 8 character field is automatically updated once the Part Number has been entered.

This field is populated with bin location 1.

Place a T in this field if this labor should be taxed. Otherwise, leave this field blank.

Enter the Discount Code for this part (if applicable).

This field is automatically updated according the information originally stored for this part number. If this information needs to be changed, then press SF8 to update it.

Enter the quantity of parts ordered on this invoice.

The price on this part number is automatically stored based on the Manufacturer Pricing information.

This field is automatically calculated and displayed based on the Qty and Price$ fields and may not be changed.

Enter the Transaction Type for this invoice.

C - Labor - Customer

D - Labor - Discount

I - Labor - Internal

W - Labor - Warranty

Enter the dollar amount to be charged for freight.

Enter a description for the charge to be printed on the invoice. If you leave this field blank, the system will default the description to Freight Charges.

Place a T in this field if this labor should be taxed. Otherwise, leave this field blank.

Enter the Transaction Type for this invoice.

C - Labor - Customer

D - Labor - Discount

I - Labor - Internal

W - Labor - Warranty

Enter the total miles or hours to be billed on the invoice.

Enter the rate that should be charged per mile/hour. The system will use this field to calculate the amount to be added to this invoice.

Enter a description of the mileage charges to be printed on the invoice. If left blank, the system will default the description Mileage for you.

Place a T in this field if this labor should be taxed. Otherwise, leave this field blank.

This field is automatically calculated and displayed based on the Qty and Rate fields and may not be changed.

Shop supplies can be set up under the main Administration area to calculate automatically as a percentage of labor.

When that payment invoice is posted, the amount received as a deposit will post to the default cash account and a credit is posted to the General Ledger account that is entered in the Customer Deposit Account field on the Key GL Accounts. When the customer deposit General Ledger account is posted, the customer's name will be printed in the description column in the General Ledger transaction detail report.

When a partial cash payment is received, you should enter it on the same invoice as the charges. The amount received will be subtracted from the charge amount and be reflected in the Amount Due column of that invoice. This feature allows the customer to pay a partial amount of the invoice and charge the remaining balance to either an in-house account or credit card. The system will post the amount to the default cash account for invoices with partial cash payments that are closed. For invoices with partial cash payments that are left open, the daily posting procedure will debit the cash and credit the same amount to the Customer Deposit Account. When the invoice is then closed and posted, the program will then debit the Customer Deposit Account.

Shown on the upper right hand corner of this page.

7. Now you can F10 and Print Preliminary invoice or Press ESC to get out of the invoice.