Add Services, Procedures and Details to a Work Order
Chapter 6: Work Orders:
Add Services, Procedures and Details to a Work Order
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Add Services, Procedures and Details to a Work Order
Services can be added to work orders in one of two ways:
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Option #1: You can add services to each work order as you create it.
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Option #2: You can create all emergency work orders at once and add services to each one later.
In both cases, the Work Order ServiceWizard will guide you through the process. Using the same Work Order ServiceWizard, you can add new services to a work order at any time, provided the work order remains open and you have the appropriate user rights.
1.
If you are using Option #2, locate the required work order on the Work Orders screen using the arrows or the Find button (see Chapter 1: Introduction, Common Functions: Find a Record). Click the Create Service button to the right of the middle selection grid. The Work Order ServiceWizard opens.
2.
If you are using Option #1, you will already be in the Work Order Service Wizard.
3.
In the Work Order Service Wizard, you will work your way through the following screens: Work OrderService Information, Work Order Service Procedures and Work Order Service Details (Parts or Fluid, Labor and Other).
From the drop-down list, select the Asset to which the work order applies.
2.
Select a Service Type by clicking the ellipsis next to the field. Select the service type in the Service Type Find window and click OK. You set up service types earlier in the Lookup Tables and assigned to the services you created in Chapter 2: Setting Up PMXpert, Step 6: Services.
3.
Choose a Service by clicking the ellipsis next to the field. Remember that if you selected a service type above, you will only be able to select from services of that type. Select the service in the FindService window and click OK.
4.
The Scheduled On date will default to either the current date, or the last date you manually entered in this screen, whichever is later. To choose a different date for the service to be performed, select a date from the Scheduled On drop-down calendar.
5.
Click Next.
6.
When you added services to assets in Asset Setup (Chapter 3: Assets, Asset Services: Assign Services to an Asset), you may have estimated the detail items required to complete the service. If so, PMXpert will now ask if you want to pull that detail from the asset service into this work order. If you click Yes, the detail items will be pulled into this service and will appear later in the Work Order Service Wizard for you to adjust as needed.
Here, you will enter the procedures for this work order service. When you added services to assets in Asset Setup (Chapter 3: Assets, Asset Services: Assign Services to an Asset), you may have recorded the procedures required for the service. If so, those procedures will appear here. You can edit or delete the existing procedures, or add new ones.
This is essentially the same process as outlined in Chapter 3: Assets, Assign Services to an Asset: Asset Service Procedures. Follow those instructions to add procedures to this work order service, or to edit, view or delete existing procedures.
When you are done adding procedures to the service, click Next.
Now you can add details to this work order service.
Remember that you may have already pulled the detail from the asset service when completing the first step of the wizard above, so some items may already appear in this selection grid. If there are already items in the selection grid, the actual quantities of the items will default to the estimated quantities or to zero, depending on the System Setting you chose. See Chapter 2: Setting Up PMXpert, Step 3: System Settings, Work Orders: When Pulling Detail from the Asset Services.
From the tabs above the selection grid, choose the kind of detail you want to add to this service: Parts, Labor, Fluid or Other.
Click the New Item button. The Work Order Service Part or Fluid[New] window appears.
2.
The Work Order, Asset and Service will default to your earlier selections and cannot be changed.
3.
You can only enter the Performed Date if your System Settings allow it. If the option is turned off in your system settings, you will not see the Performed Date field. The performed date for the item will later be set to the date that the service is performed. Review Chapter 2: Setting Up PMXpert, Step 3: System Settings, Work Orders.
4.
For the Inventory Lookup, choose Asset (the asset’s part/fluid list), Inventory (PMXpert’s entire inventory) or None from the drop-down list.
5.
If you chose Asset or Inventory for the Inventory Lookup, click the ellipsis next to the Item field to open the Find window. Find the item you want, following the instructions in Chapter 1: Introduction, Common Functions: Find a Record, and click OK. If you chose None for the Inventory Lookup, type in the name of the item.
6.
The Description will default to the item’s description if it is already in your database, or you can type in the description for a newly entered item.
7.
Choose a Repair Code from the drop-down list.
8.
Enter the Estimated and ActualQuantity of the item you require.
9.
If you chose None for the Inventory Lookup, select a Unit from the drop-down list to the right of the Estimated Quantity field. If you selected an item from your database, the unit will be automatically entered.
10.
Enter the applicable Cost. The Total will calculate from the quantity and cost.
11.
If you are adding a Part, enter the Days and/or Meter for the Warranty Information. These fields will not appear for a Fluid.
12.
Click Save. If the Part or Fluid is not in the asset’s inventory, the Confirm dialog box will ask if you would like to add it now. Click Yes to add it to the Asset’s inventory. This will add it to the Asset’s inventory under the Part/Fluid List tab in the middle section of the screen. Click No if you still want to add the Part or Fluid to the work order, but not to the Asset’s part/fluid list.
Click the New Item button. The Work Order Service Labor[New] window appears.
2.
The Work Order, Asset and Service will default to your earlier selections and cannot be changed.
3.
You can only enter the Performed Date if your System Settings allow it. If the option is turned off in your system settings, you will not see the Performed Date field. The performed date for the item will later be set to the date that the service is performed. Review Chapter 2: Setting Up PMXpert, Step 3: System Settings, Work Orders.
4.
Choose a Category from the drop-down list.
5.
Click the ellipsis next to the Labor field to bring up the Find Labor window. Find the person you want to add as the Labor, using the instructions from Chapter 1: Introduction, Common Functions: Find a Record, and click OK.
6.
Enter a Description.
7.
Choose a RepairCode from the drop-down list.
8.
Enter the Estimated and ActualQuantity of the labor you require.
9.
Enter the Cost of the labor. The Total will calculate from the quantity and cost.
Click the New Item button. The Work Order Service Other[New] window appears.
2.
The Work Order, Asset and Service will default to your earlier selections and cannot be changed.
3.
You can only enter the Performed Date if your System Settings allow it. If the option is turned off in your system settings, you will not see the Performed Date field. The performed date for the item will later be set to the date that the service is performed. Review Chapter 2: Setting Up PMXpert, Step 3: System Settings, Work Orders.
4.
Type in an Item and Description.
5.
Select a Category from the drop-down list. This is required information.
6.
If applicable, choose a Repair Code from the drop-down list.
7.
Enter the Estimated and ActualQuantity of the other item you require.
8.
Enter the Cost of the item. The Total will calculate from the quantity and cost.
9.
If applicable, enter the Days and/or Meter for the Warranty Information.
10.
Click Save.
When you are done adding detail items to the service, click Next.
4.
There is now enough information to add this service to the work order. Click Finish.
5.
If there are any unassigned requests attached to the asset, the Confirm dialog will ask if you want to assign them to this service. If you click Yes, you can choose the status for the request(s) and click OK.
6.
PMXpert asks if you want to add another service to the work order. Click Yes to return to the wizard and continue adding services. Note that when you return to the beginning of the Work Order Service Wizard, the Scheduled On date will default to either the current date, or the last date you manually entered, whichever is later. If you are done adding services, click No.
