Work Order Main

The Work Order Main frame is the most important frame in the Workflow Management module. You can manage all work order processing for your fleet organization.

You can customize Work Order Main by designing your work order main frame by using the Screen Designer frame. You have the ability to design multiple work order main frames for use by multiple employees or functions within your organization.

The following is a basic overview of the base Work Order Main frame. Other frames (for example, System Flags and Role Privileges) can impact functionality on this frame and work order processing.

Work Order Search

You can enter a Unit/Department/Component or Work Order Number, the application defines the entity.

When the unit number is entered, the work order and work request information displays, regardless of the work order location. This provides you with a quick snapshot of the current work order information and other jobs that need to be performed on the unit that are not on a work order yet.

Read-only fields automatically displays when the work order data loads and remains at the top for you to view the numbers for reference while working.

WO No - Current work order number you are viewing or have worked on.

Unit No - Displays the current Unit, Component, or Department number.

Alternate Unit No - Displays when an alternate unit number exists. The field is blank when an alternate unit number does not exist.

General tab

You can select the Work Request List or Work Request Plan List links to add to the work order.

Work Order Information section

Displays the Unit number and description, Unit Status, VIN number, WO Number, WO Status, Location, and Adjust Closed WO fields. You can modify the WO Number field, as applicable.

WO Statuses display as read-only:

Open - Indicates a work order is in progress. A unit is out-of-service and accumulates downtime. You are unable to post labor, part, and commercial charges against the work order.
Complete - Indicates completed when all of the work is finished on the work order and the unit is ready to be placed back into service. For standard jobs, if the job status is DON, a job completed date posts to the unit's schedule record. Forecaster uses the last completed date as a starting point to determine the next occurrence of the standard job and to assign work occurrence numbers. You can post labor, part, and commercial charges to the work order in a completed status.
Closed - You can place a work order in a closed status anytime after it is completed. You can complete and close a work order at the same time. There are outstanding transactions which prevent you from closing a work order (for example, a pending purchase order, outstanding vendor repair, or labor is being charged against the work order). These transactions must be completed before closing the work order.
Canceled - You can assign a canceled status when there are not charges against the work order. Charges against the work order must be removed or backed out before you can set a status of canceled.

Owning and Using Departments

The Owning Department and Using Department fields display when you add Owning and Using Departments on the Screen Designer Work Order Main frame.

Visit Information section

Each job code on the work order is identified with a visit reason. The visit reason identifies why the job is necessary. The Downtime link opens the Work Order Suspend Downtime window.

Signature icon

The signature icon appears when you add Signature on the Screen Designer Work Order Main frame. When you enter a completed date you can add a signature to close the work order on Work Order Main. The signature can be added to any status on the work order. System Flag 2104 controls if the signature icon appears next to:

The Completed field when entering a date or;
The Completed button when the flag is set for completion by using the button.

Complete WO Signature

You can add a signature to a completed job:

When you add Complete WO Signature functionality on the Screen Designer Work Order Main frame.

- OR -

If System Flag 5524 is set to Y, the work order will require the signature to be entered prior to completing the work order.

Select the signature icon to enter a signature. After you enter a signature and select SAVE, the Complete button is no longer available.

Meter Information section

Displays the Meter, -Ready+Test&, and Type, LTD Open Usage, LTD Maint Cost, and FTD Maint Cost fields.

Contact Information

Provides the contact Name, Phone number, and Ext, date Notified, and Pickup information. The Notified and Pickup links open the Work Order Contact Information window.

Cost Summary section

Provides a cost summary for Limit, Labor cost and the number of Hrs, Material, Comm and Total costs, and the Total Est Cost and number of Hrs.

Equipment Information section

Displays the Equipment Condition and Bin No.

Job tab

You can view job information, view or Attach documents, enter or view Notes, Warranty Notes, or Part Request Notes, and Print reports.

Job Notes

System Flag 5522 controls when you can view one Note icon on the job line within the Job Information i-frame. When you select Notes, the notes for the job display all job notes and 3C (Complaint, Cause, and Correction) notes associated with the job on a new frame with Print functionality.

Test Suite Report

You can print the Test Suite Results report (with or without signatures) for Finalized/Completed test suites.

Test Suites sent to External Vendors

Test Suites for job sent to an external vendor are removed when System Flag 5529 is set to Y and the Job Line’s Status is set to VEN. Upon completion of the test suite or inspection, the user must attach the paper copy of the inspection sheet received from the external vendor to the Job line on the Work Order Main Job tab to change the job status.

The Test Suite will not display on the Test Suites Results from the More dropdown or the List of Work Order Test Suites icon.

How to:

Print a Test Suite Results Report

Select the Job tab.
Verify the Test Suites icon is green.
Select the Print checkbox.
From the MORE option (drop-down or icon), select Test Suite Results.
The report opens in Run Immediate Viewer.
Close the report.

Note: The signature prints on the report when the SmartApps Checklist is Yes on the Test Suite Maintenance frame.

Labor tab

Displays the Job and Description, Employee No, Name, Position, Time Date/Time In, Date/Time Out, Time Type, Pay Class, Pay Step, Supervisor Approval, and Labor Note fields.

Part tab

Displays Material Calculations, Stock Part Charge Information, Non-Stock Part Charge Information, and Reserve Parts.

Comm tab

Displays Commercial Calculations, Commercial Charge Information, and Authorized Amounts.

Fluid tab

Displays the Job, Description, Job Location, Issue& Date, Hose Product, Quantity, Unit Cost?, Extended Cost, and Employee # fields.

Advanced Work Order Functionality

Because the size of Work Order Main is large and has far reaching implications across the entirety of the system, there is a great deal more you can do with this frame other than the base functionality that comes out-of-the-box.

All of the work required to repair and maintain your fleet vehicles is captured on a work order and identified as a work order job. Each job is assigned a job code. The job code is a combination of a work accomplished code, a system code, and component code. It defines the type of work performed on the entity. The system and component codes can be standard ATA (American Trucking Association) codes or they can be customized.

The time that a unit is in the shop being repaired is tracked. As work progresses on the job the downtime status codes such as Waiting for Parts or Waiting for Assignment become part of the downtime history that can be analyzed and managed. In order to report the unit’s downtime accurately only one work order per unit per location is allowed.

All transactions for labor, parts and commercial charges can be added when the work order is in Open status. When all the jobs are complete and the unit is back on the road the status is changed to Complete. Changes or additional charges can be made to the work order in the complete status. After the work order is closed, no further changes can be made.

Screen Designer - Work Order Main Frame

Work Request List Control

The Screen Designer Work Request List control options for Display Work Plans are:

When set to Y, displays a column on the Work Request List that displays the Work Plan Number for any Work Request in the list. If the Work Plan has a Work Request that would normally not be included, it is now included. All Work Requests on a Work Plan display if any of them fall inside the Work Request List filters.
If any job from a plan is selected, it will select all the other jobs, and vice versa, if you unselect a job after being selected, it unselects all the jobs for that plan.
When System Flag 5303 is set to F, and a user tries to add a job manually that is also on a work request, it requires the user to add the job through the Work Request List window.
System Flag 5500 provides the ability to hide or display the Defect # and Cannot Be Driven fields.
System Flag 2104 controls where the signature icon appears on Visit Information. When you enter a date, the signature icon appears next to the field. When the flag is set for Completed, the signature icon appears next to Complete.

Visit Information Control

The Visit Information control allows you to add Complete WO Signatures functionality on the Screen Designer Work Order Main frame.

Job Quantity

Option to add the Job Quantity field to Work Order Main foundation. Part of Booking Appointment functionality.

Work Order Limit Popup

The Work Order Limit Popup attribute within the Cost Summary and Cost Summary (Wide) on Screen Designer controls when the popup message displays for a work order that exceeds the total cost limit.

When the Work Order Limit Popup is set to Y and the work order limit has been exceeded, the popup message, "Work order cost limit has been exceeded" displays. The Total field highlights Red. You can select OK to proceed with the work order.

When the Work Order Limit Popup is set to N and the work order limit has been exceeded, the popup message does not display. The Total field highlights red if the work order limit has been exceeded.

Note: The Limit field must be set to Y on the Cost Summary or Cost Summary (Wide) control on Screen Designer.

System Flags

See the System Flags Table for a complete listing of all the flags.

Role Privileges

See the Role Privileges Table for a complete description of all the role privileges.