Work Report

Report Costs

47 views 18 January, 2017 30 September, 2019 Valuekeep 0

To quickly report all costs for a work order (WO), use the Work Orders | Report Costs option and follow these steps:

  1. Fill in the required fields: Work Order and Currency. All reported costs of a Work Order (WO) are loaded according to the user's profile;
  2. You have two options to add costs reports:
    1. Click the "Load Tasks" link. All the tasks of the work order's maintenance plans are loaded;
    2. Click the "Click here to add a new row" link;
  3. Select the asset or location where the cost will be reported and fill in the remaining values;
  4. On the "Meters and Monitorings" tab, report the values for the WO's assets or locations;
  5. When you are done reporting costs, press the "Accept" button. To save and place the WO in "Executed" state, press the "Accept and Execute" button.




Report Labor

To report labor in a work order, follow these steps:

  1. Access All Tasks Menu | Work Orders | Explorations | Costs | Report Labor;
  2. Fill in the required fields: Sequence, Work Order, Date, Location or Asset. If the work order is associated with a location or an asset, when you select the work order, the field, the asset or the location will be automatically filled in according to the work order's information. If the work order is associated with an asset or location route, it is necessary to select the location or the asset. If you activate the “Under Contract” option, the work order must have an associated customer or supplier contract;
  3. There are two options for adding tasks to which you want to report labor:
    1. Clicking the "Load Tasks" link – All the tasks of the work order's maintenance plans are loaded;
    2. Clicking the "Click here to add a new row" link – A new row is added and you have to select the task to which you want to report time;
  4. Select a task and add a specialty and/or employee;
  5. Select other tasks and set the employees and specialties;
  6. When you are done reporting labor, press the "Accept" button.
  • If the "Do not assign work order" option in the work order type is active, you should take the following rules into account:
    • The person in charge of the work order can report labor for all employees as long as they belong to the task's work center;
    • The person in charge of the task's work center can report labor for all employees that belong to the work center;
    • An employee who is not in charge of the work center or in charge of the work order can report labor for him/herself as long as he/she belongs to the task's work center.
  • If the "Do not assign work order" option in the work order type is not active, you should take the following rules into account:
    • The person in charge of the work order or the person in charge of the work order's work center can report labor for all work order tasks and for the employees associated with the task;
    • The person in charge of the task's work center can report labor for all work center tasks he/she is in charge of and for employees associated with the task;
    • An employee who is not in charge of the work center or the work order can report labor for him/herself as long as the task was associated with him/her.
  • To make time reporting quicker, you can choose not to fill in the Maintenance Plan and/or Task:
    • If neither the Maintenance Plan nor the Tasks are filled in, times reported will be distributed by all tasks of all plans associated with the Work Order;
    • If only the Maintenance Plan is filled in, times reported will be distributed by all tasks on that plan.
  • This screen displays tasks of the Report or Report and Checklist types, but note that it is not possible to report time for tasks of Checklist type only.

Report Consumptions

To report contract consumptions for a work order, use the Work Orders | Explorations | Costs | Contract Consumption Report option.

  1. Fill in the required fields: Sequence, Work Order, Date, Location or Asset. If the work order is associated with a location or an asset, when you select the work order, the field, the asset or the location will be automatically filled in. If the work order is associated with an asset or location route, it is necessary to select the location or the asset. The work order must have a contract associated;
  2. There are two options for adding tasks to which you want to report contract consumptions:
    • "Load Tasks" – All the tasks of the work order's maintenance plans are loaded.
    • "Click here to add a new row" – A new row is added and you have to select the task to which you want to report time;
  3. Select a task and add the item, unit and the warehouse. You can only place on the Item field items/services which are in the work order's contract. In case of a service, it cannot have associated specialties or skills;
  4. Select other tasks and set the items, units and warehouses;
  5. When you are done reporting contract consumptions, press the "Accept" button.

If the "Do not assign work order" option in the work order type is active, you should take the following rules into account:

  • The person in charge of the work order can report contract consumptions for all employees, as long as they belong to the task's work center;
  • The person in charge of the task's work center can report contract consumptions for all employees that belong to the work center that he/she is in charge of;
  • An employee who is not in charge of the work center or in charge of the work order can report contract consumptions for him/herself as long as he/she belongs to the task's work center.

If the "Do not assign work order" option in the work order type is not active, you should take the following rules into account:

  • The person in charge of the work order or the person in charge of the work order's work center can report contract consumptions for all work order tasks and for the employees associated with the task;
  • The person in charge of the task's work center can report contract consumptions for all work center tasks that he/she is in charge of and for employees associated with the task;
  • An employee who is not in charge of the work center or in charge of the work order can report contract consumptions for him/herself as long as the task was associated with him/her.

Report Other Costs

To report other costs for a work order, use the All Tasks Menu | Work Orders | Explorations | Costs | Report Other Costs option.

  1. Fill in the required fields: Sequence, Work Order, Date, Location or Asset. If the work order is associated with a location or asset, when you select the work order, the field, the asset or the location will be automatically filled in according to the work order's information. If the work order is associated with an asset or location route, it is necessary to select the location or the asset;
  2. There are two options for adding tasks you want to report other costs to:
    • "Load Tasks" – All the tasks of the work order's maintenance plans are loaded.
    • "Click here to add a new row" – A new row is added and you have to select the task to which you want to report time;
  3. Select a task and add the cost and the employee;
  4. Select other tasks and set the employees, suppliers and costs;
  5. When you are done reporting other costs, press the "Accept" button.
  • If the "Do not assign work order" option in the work order type is active, you should take the following rules into account:
    • The person in charge of the work order can report other costs for all employees as long as they belong to the task's work center;
    • The person in charge of the task's work center can report other costs for all employees that belong to the work center he/she is in charge of;
    • An employee who is not in charge of the work center or the work order can report other costs for him/herself as long as he/she belongs to the task's work center.
  • If the "Do not assign work order" option in the work order type is not active, you should take the following rules into account:
    • The person in charge of the work order or the work order's work center can report other costs for all work order tasks and for the employees associated with the task;
    • The person in charge of the task's work center can report other costs for all work center tasks he/she is in charge of and for employees associated with the task;
    • An employee who is not in charge of the work center or the work order can report other costs for him/herself as long as the task was associated with him/her.

The unit value of the cost report must be higher than or equal to zero and between the minimum and maximum limits specified for the cost. If the minimum or maximum value is zero, this means there is no minimum/maximum limit for that cost. If there is a default cost value (above zero), it will be automatically suggested for reporting when you select the cost.

Report Expenses

To report expenses of a work order, use the All Tasks Menu | Work Orders | Explorations | Costs | Report Expenses option.

  1. Fill in the required fields: Sequence, Work Order, Date, Location or Asset. If the work order is associated with a location or asset, when you select the work order, the field, the asset or the location will be automatically filled in according to the work order's information. If the work order is associated with an asset or location route, it is necessary to select the location or the asset.
  2. You have two options to add tasks you want to report expenses to:
    1.  Click the "Load Tasks" link. All the tasks of the work order's maintenance plans are loaded.
    2. Click the "Click here to add a new row" link. A new row is added and you have to select the task to which you want to report time.
  3.  Select a task and add the expense and the employee;
  4.  Select other tasks and set the employees and the expenses;
  5. When done reporting expenses, click the "Accept" button.

 

  • If the "Do not assign work order" option in the work order type is active, you should take the following rules into account:
    • The person in charge of the work order can report expenses for all employees as long as they belong to the task's work center.
    • The person in charge of the task's work center can report expenses for all employees as long as they belong to the work center for which he is in charge.
    • An employee who is not in charge of the work center or in charge of the work order can report expenses for himself as long as he/she belongs to the task's work center.
  • If the "Do not assign work order" option in the work order type is not active, you should take the following rules into account:
    • The person in charge of the work order or the person in charge of the work order's work center can report expenses for all work order tasks and for the employees associated with the task.
    • The person in charge of the task's work center can report expenses for all work center tasks he/she is in charge of and for the employees associated with the task.
    • An employee who is not in charge of the work center or of the work order can report expenses for himself/herself as long as the task was associated with him/her.

How to verify a work order's tasks?

To quickly verify tasks from a work order (WO) use the All Tasks Menu | Work Orders | Report Costs option and select the Task Verification tab. Next, follow steps:

  1. Fill in the required fields: Work Order and Currency.
  2. If the WO is configured for a location or an asset, the value is provided in the corresponding field. In the case of a route, the elements are loaded into the list and the first element of the route is displayed.
  3. Select the employee for which you will make the task verification record. By default, the employee who is connected in the solution is suggested.
  4. Select the value of the validation type and remarks;
  5. When you are finished, press the "Accept" button. To save and place the WO in another state, use the "Change State" button.

Notes:

  • These are the profile load rules:
    • The person in charge of the WO can see all reports;
    • The person in charge of the WO's work center can see all reports;
    • The technician can see:
      • Tasks assigned to you;
    • The person in charge of the task's work center can see:
      • All task reports associated with his/her work center.

Which currency is used for reporting costs?

  • Labor and consumption reports are always done in the base currency.
  • For expenses and other costs, reports are loaded and saved in the selected currency.
  • Contract consumption reports are done in the contract's currency.

How to make time reporting in labor reporting quicker?

To make it quicker to report times in the Labor reports, you can choose not to fill in the Maintenance Plan and/or Task:

  • If neither the Maintenance Plan nor the Tasks are filled in, times reported will be distributed by all tasks of all plans associated with the Work Order;
  • If only the Maintenance Plan is filled in, times reported will be distributed by all tasks on that plan;
  • If the Work Order is associated with Asset routes/Locations, times will also be distributed by all Assets/Locations.
  • This screen displays tasks of the Report or Report and Checklist types, but note that it is not possible to report time for tasks of Checklist type only.

How to make adding items in consumption and contract consumption reports quicker?

Adding consumption and contract consumption items can take long if it is necessary to add several items. To make consumption and contract consumption item reporting quicker you can:

  • import items associated with WO plan tasks by clicking the "Load from Plans" link.
  • import items recorded as internal requests by clicking the "Load from Request" link.
  • import items from spare parts associated with WO assets by clicking the "Load from Spare Parts" link.

How is recorded data displayed?

Reporting costs can be done by the technician, the person in charge of the WO or the person in charge of the work center of the task or WO, however, there are some criteria for viewing already reported data.

These are the rules:

  • The person in charge of the WO can see all reports;
  • The person in charge of the WO's work center can see all reports;
  • The technician can see:
    • All labor reports he/she created or associated with his/her employee;
    • All expenses and other costs reports associated with his/her employee;
    • All consumption reports created by him/herself.
    • All contract consumption reports created by him/herself.
  • The person in charge of the task's work center can see:
    • All task reports associated with his/her work center.

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