Field Definitions: SM Work Order Form

The following is a list of field descriptions for the SM Work Order form. Many of the descriptions include links to other topics that provide additional information about or related to the topic.

Line Type

Select the line type for this work completed entry.

For labor and equipment lines generated from a service timecard (in PR Timecard Entry), this field defaults from the timecard line and cannot be changed.

  • 1 - Equip — Select this option to capture the equipment used to complete this work order.

Note: In order to use this type, you must have the EM module.
  • 2 - Labor — Select this option to capture the technician's labor hours for this work order.

  • 3 - Misc — Select this option to capture the miscellaneous expenses required to complete this work order.

  • 4 - Inventory — Select this option to capture materials pulled from Inventory that were used to complete this work order.

Note: In order to use this type, you must have the Inventory (IN) module.
  • 5 - Purchase — This option is used for materials purchased from a vendor that were used to complete this work order. However, you cannot manually add lines of this type here; the system generates a work completed purchase line when you post a purchase order (in SM Purchase Order Entry or PO Purchase Order Entry) that is associated with an SM work order. Work completed purchase lines will also be generated when distributing existing purchase order items to SM work orders (in PO Item Distribution).

Note: In order to use this type, you must have the Purchase Order (PO) module.

Scope Seq

Required.

Enter the work order scope to which this work completed entry applies or press F4 to select from a list of valid scopes for the work order.

For work completed purchase lines (type 5-Purchase), this field defaults the scope sequence specified for the purchase order item (in SM Purchase Order Entry, PO Purchase Order Entry, or PO Item Distribution) and cannot be changed.

For labor and equipment lines generated from a service timecard (in PR Timecard Entry), this field defaults from the timecard line and cannot be changed.

  • If you enter a scope that is closed, a message displays indicating such and you will be unable to save the line. You must either reopen the scope or enter a different (open) scope.

  • If you change the scope for a work completed line (labor, equipment, miscellaneous, or inventory lines only) and the new scope has a different rate template, the system will recalculate the Billable Rate and Total Billable values.

  • Once you bill this work completed line (i.e., the invoice is sent to AR), edits to this field will only be allowed via the SM Invoice Review form (by double-clicking the invoice line or selecting the line and clicking Edit Record).

Date

Required.

Enter the date for this work completed entry; typically the date the work was completed. Defaults the current date.

Work Completed Labor

For work completed labor lines, the date entered here determines the start date for the timesheet (header) based on the pay period defined for the technician's payroll group. For example, if you have a pay period of 04/01/12 through 04/07/12, and you enter labor hours for 04/02/12, the timesheet created in PR My Timesheet will have a Start Date of 04/01/12, with time posted on 04/02/12.

However, because timesheets are in 7-day increments, if your pay periods span multiple weeks, the system will use the pay period start "day" to determine the start date for labor hours posted in each week of the pay period. For example, say your pay period runs 04/01/12 — 04/15/12. The start date, 04/01/12, falls on Sunday, so this is the "day" the system will use when determining the Start Date for timesheets posted in each week of the pay period. Therefore, labor hours posted on 04/01/12 through 04/07/12 will have a start date of 04/01/12; labor hours posted on 04/08/12 through 04/14/12 will have a start date of 04/08/12; and labor hours posted on 04/15/12 will have a start date of 04/15/12.

This date cannot be edited if you initiated the work completed line in PR Timecard Entry or you initiated the work completed line in SM Work Orders, but the corresponding timesheet has been approved and sent to a timecard batch.

For labor and equipment lines generated from a service timecard (in PR Timecard Entry), this field defaults from the timecard line and cannot be changed.

  • You can make changes to this date as long as the new date falls within the specified Post Month. However, once you bill the work completed line (i.e. the invoice is sent to AR), you can only change this date via the SM Invoice Review form (accessed by double-clicking the invoice line).

  • If this work completed line is associated with a closed scope (i.e. the work order scope was closed after the work completed line was entered), this field is disabled and cannot be changed.

Non-Billable

The Non-Billable check box on the SM Work Orders form, Work Completed tab.

Select this check box if this work completed line is not billable (i.e. will not be used to generate an invoice). The Billable Rate, Total Billable, and tax-related fields will be disabled and default as blank.

Leave this box unselected if this work completed line is billable and will be used to generate an invoice.

The enabling/disabling and defaulting of this field is as follows:

  • If this work completed line is associated with a Flat Price work order scope that was manually added or generated from a work order quote or Time of Service, Flat Price agreement service, this field is disabled and defaults as checked. For these lines, work completed is covered in the flat price amount.

  • If this work completed line is associated with a Time and Material work order scope that was manually added or generated from a work order quote or Time of Service, Rate Template agreement service, this field is enabled and defaults as unchecked.

  • If this work completed line is associated with a Non-Billable work order scope that was manually added or generated from an Included in Agreement or Periodic agreement service, this field defaults as checked and is disabled. For these lines, work completed is covered by the agreement price (Included in Agreement or Periodic, Not Billed Separately services) or the agreement service price (Periodic, Billed Separately services).

  • If this work completed line is associated with a closed scope (i.e. the work order scope was closed after the work completed line was entered), this field is disabled and cannot be changed.

  • If this work completed line is associated with an agreement and you have set up spot work coverage for the agreement/service site, this check box defaults based on the line type and the spot coverage defined for the agreement/service site. For more information, see Agreement Covered Spot Work.

Ready To Bill

The Ready to Bill check box on the SM Work Orders form, Work Completed tab, and on the related SM Work Completed forms (such as SM Work Completed Equipment).

For Customer Work Orders only.

This field only displays if your login is associated with a reviewer on the work order; however, it does not display until after you have entered and saved the work completed line (either in the Work Completed grid or the related Work Completed form).

Select this check box to if the work completed item is ready to bill.

Note: This field is disabled if:
  • The work completed item is marked as Non-Billable.
  • The work completed item has already been billed.

Agreement

For customer work orders only.

This field is enabled/disabled depending on the following:

  • If this work completed line is associated with a preventative maintenance work order (i.e. agreement-related work order auto-generated using SM Generate PM Work Order), this field defaults the agreement from the work order scope and is disabled.

  • If this work completed line is associated with a quote-generated work order, this field is disabled and defaults as blank.

  • If you manually entered the work order scope and:

  • you specified an agreement at the scope level, this field defaults the specified agreement and is disabled.

  • you did not specify an agreement at the scope level, this field defaults as null and is enabled. You may enter a valid agreement or leave blank if the work completed line is not associated with an agreement.

    Note: If this work completed line is associated with a closed scope (i.e. the work order scope was closed after the work completed line was entered), this field is disabled and cannot be changed.

Revision

For customer work orders only.

Display only, the revision number of the agreement specified for this work completed line (at the scope level or line level).

Agreement Rates

Check this box to derive the billable rate/amount for this work completed line using the rate template assigned to the specified agreement.

Leave this box unchecked to derive the billable rate/amount for this work completed line using the rate template assigned to the associated work order scope.

This field is enabled and defaults as unchecked if you manually added the work order scope and:

  • it is assigned an agreement, has a Time and Material price method, and the Agreement Rates box is unchecked.

  • it is not assigned an agreement and has a Time and Material price method, but you specified an agreement for the work completed line.

This field is disabled if:

  • you generated the work order from an agreement (via SM Generate PM Work Orders) and the work order scope Price Method is Time and Material or Flat Price. Defaults as checked.

  • you generated the work order from an agreement (via SM Generate PM Work Orders) and the work order scope Price Method is Non-Billable. Defaults as unchecked.

  • you manually added the work order scope, assigned it an agreement and a Time and Material price method, and you checked the scope's Agreement Rates box. Defaults as checked.

  • you manually added the work order scope, assigned it an agreement and a Flat Price or Non-Billable price method. Defaults as unchecked.

  • the work completed line is associated with a closed scope (i.e. the work order scope was closed after the work completed line was entered).

Post Month

This field displays for Equipment, Miscellaneous, and Inventory lines only.

Required.

Enter the posting month (must be an open month) for this work completed line. For Equipment lines, this will become the batch month for equipment usage. For Misc lines, this will become the batch month for posting costs to GL. For Inventory lines, this will be the batch month for material usage (IN). For or purchase order receipts (PO).

For labor and equipment lines generated from a service timecard (in PR Timecard Entry), this field defaults from the timecard line and cannot be changed.

  • This field initially defaults the current month; however, if you change the date (in the Date field), this field will default the month from the newly entered date. Default may be overridden.

  • Once you save the work completed line, this field is disabled and cannot be changed.

Reference No

Enter a reference number for this work completed line, up to 60 characters, if applicable. Initially defaults the reference number from existing work completed entries (for the work order) with the same work order scope and date, if applicable; otherwise, defaults as null.

You can use the reference number to represent any pertinent value; however, reference numbers are primarily intended as a mechanism for auto-selecting customer work orders for billing (in SM Work Order Billing) or reporting purposes. They are not used anywhere else in the system.
Note: Although you cannot bill job work orders here in SM, you can use the reference number on job-related equipment lines for reporting purposes.

If this work completed line is associated with a closed scope (i.e. the work order scope was closed after the work completed line was entered), this field is disabled and cannot be changed

Serviceable Item

Enter the serviceable item for this work completed line (i.e. the equipment or item that was serviced) or press F4 to select from a list of valid serviceable items for the specified service site.

  • If this work completed line is associated with a closed scope (i.e. the work order scope was closed after the work completed line was entered), this field is disabled and cannot be changed.

  • For work completed lines not associated with a closed scope, once you create and process an invoice (i.e. send it to AR), edits to this field will only be allowed via the SM Invoice Review form (by double-clicking the invoice line or selecting the line and clicking Edit Record).

SM Cost Type

Enter the cost type (from SM Cost Types) that applies to this work completed line. You must specify a cost type that is assigned an SM Cost Type Category that is valid for the work completed line type. For example, if you are entering a work completed Equipment line, you must assign a cost type with a category of E-Equipment. This does not apply to work completed miscellaneous lines, which will allow any SM cost type, regardless of the cost type category.

For labor and equipment lines generated from a service timecard (in PR Timecard Entry), this field defaults from the timecard line and cannot be changed.

  • For work completed Purchase lines, this field defaults the SM Cost Type specified for the purchase order item and is disabled. You can only change the SM Cost Type via the SM Purchase Order Entry or PO Purchase Order Entry forms.

  • For work completed lines associated with a closed scope (i.e. the work order scope was closed after the work completed line was entered), this field is disabled and cannot be changed.

  • For work completed lines not associated with a closed scope, once you create and process an invoice (i.e. send it to AR), edits to this field will only be allowed via the SM Invoice Review form (by double-clicking the invoice line or selecting the line and clicking Edit Record).

JC Cost Type

This field displays for job work orders only.

Required.

Enter the JC cost type (from JC Cost Types) for this work completed line. Initially defaults based on the work completed line type as follows:

  • Equipment - If you entered an SM cost type for the line, defaults the JC cost type assigned to the SM cost type. If no JC cost type is assigned to the SM cost type or you did not enter an SM cost type, defaults the JC cost type assigned to the equipment (in EM Equipment). If no JC cost type is assigned to the equipment, defaults as blank and must be entered manually.

  • Labor - If you entered a labor code for the line, defaults the JC cost type assigned to the labor code (in SM Labor Codes). If no JC cost type is assigned to the labor code or you did not enter a labor code, defaults the JC cost type assigned to the line's SM cost type. If no JC cost type is assigned to the SM cost type or you did not enter an SM cost type, defaults the JC cost type assigned to the earnings code associated with the lines SM pay type.

  • Miscellaneous - If you entered an SM cost type for the line, defaults the JC cost type assigned to the SM cost type. If no JC cost type is assigned to the SM cost type or you did not enter an SM cost type, defaults as blank and must be entered manually.

  • Inventory - If you entered an SM cost type for the line, defaults the JC cost type assigned to the SM cost type. If no JC cost type is assigned to the SM cost type or you did not enter an SM cost type, defaults the JC cost type assigned to the material (in HQ Materials). If no JC cost type is assigned to the material, field defaults as blank and must be entered manually.

  • Purchase - This field defaults the JC Cost Type specified for the PO item and cannot be overridden, regardless of whether you specify an SM Cost Type that has a JC Cost Type assigned.

Note: For all line types except Purchase, this field will default as blank if the cost type that would normally default for the line does not exist for the JC company associated with the work order. You will need to enter a cost type that is valid for the JC company.

The system will use the cost type specified here, in conjunction with the phase specified for the work order sequence, to post the costs to Job Cost (via the JC Cost Detail table).

  • If this work completed line is associated with a closed scope (i.e. the work order scope was closed after the work completed line was entered), this field is disabled and cannot be changed.

  • For work completed lines not associated with a closed scope, once you create and process an invoice (i.e. send it to AR), edits to this field will only be allowed via the SM Invoice Review form (by double-clicking the invoice line or selecting the line and clicking Edit Record).

GL Account Validation

When you enter a cost type here, the validation process will check that the phase (from the work order scope) or cost type is set up in JC Departments. This validation process is as follows:

  • If an override for the phase exists in JC Departments, the GL accounts defined for the phase will be used, regardless of whether the cost type is set up for the department.

  • If no phase override exists in JC Departments (Phase Overrides tab), the cost type entered here must be set up with the appropriate GL accounts in JC Departments (Cost Types tab) based on the following:

  • If the phase exists on the job (locked and non-locked jobs), the cost type must be set up for the department assigned to the phase's contract item.

  • If the phase does not exist for the job (non-locked jobs only), the cost type must be set up for the department assigned to the first contract item associated with the job.

  • If the phase does not exist for the job (non-locked jobs only), but the phase matches the "number of valid characters" of a phase that does exist on the job, the cost type must exist for the contract item assigned to the valid job phase.

    Note: These conditions apply regardless of how you set the JC interface checkbox in SM Company Parameters.

Locked Phases vs. Non-Locked Phases

If the job specified for the work order is locked (i.e. the Phases on this job are locked box is checked in JC Jobs), the cost type specified here must be set up for the job/phase in JC Job Phases. If the cost type is not set up for the job phase, you can add it by pressing F5 from this field to access JC Job Phases. Once you set up the cost type and exit JC Job Phases, you can enter the cost type here.

If the job is not locked (i.e. the Phases on this job are locked box is not checked in JC Jobs), you can use any cost type defined for the phase in JC Job Phases or JC Phases.

Technician

Required for 2-Labor line types only.

Enter the technician who performed the work associated with this work completed line or press F4 to select from a list of valid SM technicians.

For labor and equipment lines generated from a service timecard (in PR Timecard Entry), this field defaults from the timecard line and cannot be changed.

  • The technician specified here can be from any Payroll company; however, he/she must be set up in SM Technicians for the active SM company and must be flagged as "Active" in PR Employees. If the technician is flagged as "inactive", a warning displays and you will be unable to save the record.

  • If this work completed line is associated with a closed scope (i.e. the work order scope was closed after the work completed line was entered), this field is disabled and cannot be changed.

  • For work completed lines not associated with a closed scope, once you create and process an invoice (i.e. send it to AR), edits to this field will only be allowed via the SM Invoice Review form (by double-clicking the invoice line or selecting the line and clicking Edit Record).

Work Completed Labor

In order to enter work completed labor lines, you must be set up in VA User Profile with a PR Co and Employee designation, as well as the appropriate My Timesheet Permissions setting (i.e. 1-Enter for Self or 2-Enter for Self and Others). If this is not done, you will receive an error message once you enter a value in this field. The message displayed will depend on whether you are entering time for yourself or for another user. You will be unable to proceed until you set up the required information in VA User Profile. For more information, see Setting Timesheet Permissions for Users in the online help.

EM Co

This field displays for Equipment lines only.

Required.

Enter the EM company for the equipment used to complete this work order. Defaults the EM Co specified for the active SM company in SM Company Parameters.

For equipment lines generated from a service timecard (in PR Timecard Entry), this field defaults from the timecard line and cannot be changed.

  • If this work completed line is associated with a closed scope (i.e. the work order scope was closed after the work completed line was entered), this field is disabled and cannot be changed.

  • For work completed lines not associated with a closed scope, once you create and process an invoice (i.e. send it to AR), edits to this field will only be allowed via the SM Invoice Review form (by double-clicking the invoice line or selecting the line and clicking Edit Record).

Equipment

This field displays for Equipment lines only.

Required.

Enter the equipment (from EM Equipment) used to perform the work on this work order. Equipment must be flagged as Active or Down in EM Equipment. Press F4 for a list of valid equipment.

For equipment lines generated from a service timecard (in PR Timecard Entry), this field defaults from the timecard line and cannot be changed.

  • If this work completed line is associated with a closed scope (i.e. the work order scope was closed after the work completed line was entered), this field is disabled and cannot be changed.

  • For work completed lines not associated with a closed scope, once you create and process an invoice (i.e. send it to AR), edits to this field will only be allowed via the SM Invoice Review form (by double-clicking the invoice line or selecting the line and clicking Edit Record).

Rev Code

This field displays for Equipment lines only.

Required.

Enter the revenue code that applies to this equipment work completed line. Defaults the revenue code assigned to the equipment in EM Equipment, if applicable.

For equipment lines generated from a service timecard (in PR Timecard Entry), this field defaults from the timecard line and cannot be changed.

The revenue code will be used to derive the Cost Rate for this work completed line. The system defaults the Cost Rate for the equipment/revenue code from EM Revenue Rates by Equipment. If no rate is defined for the equipment/revenue code, the system uses the rate defined for the equipment category/revenue code in EM Revenue Rates by Category.

  • If this work completed line is associated with a closed scope (i.e. the work order scope was closed after the work completed line was entered), this field is disabled and cannot be changed.

  • For work completed lines not associated with a closed scope, once you create and process an invoice (i.e. send it to AR), edits to this field will only be allowed via the SM Invoice Review form (by double-clicking the invoice line or selecting the line and clicking Edit Record).

Time Units

For Equipment lines only. This field is enabled only when the specified revenue code is hour-based (i.e. the Revenue Basis is Hour in EM Revenue Codes).

Enter the number of time units (of the Time UM shown to the left) for this work completed equipment line. When updating the equipment's usage to EM (upon saving the record), the system will convert these units to hours using the Hour/Time Unit defined for the specified revenue code (in EM Revenue Codes) and store them in the Revenue Detail table (EMRD).

For equipment lines generated from a service timecard (in PR Timecard Entry), this field defaults from the timecard line and cannot be changed.

  • If you selected the Update Hour Meter check box for the revenue code in EM Revenue Rates by Equipment or EM Revenue Rates by Category, the hours will be updated to the equipment’s hour meter.

  • If this work completed line is associated with a closed scope (i.e. the work order scope was closed after the work completed line was entered), this field is disabled and cannot be changed.

  • For work completed lines not associated with a closed scope, once you create and process an invoice (i.e. send it to AR), edits to this field will only be allowed via the SM Invoice Review form (by double-clicking the invoice line or selecting the line and clicking Edit Record).

Work Units

This field displays for Equipment lines only and is only enabled when the specified revenue code is unit-based (i.e. the Revenue Basis is Unit in EM Revenue Codes).

Enter the number of work units (of the Work UM displayed to the left) for this work completed equipment entry.

For equipment lines generated from a service timecard (in PR Timecard Entry), this field defaults from the timecard line and cannot be changed.

  • If this work completed line is associated with a closed scope (i.e. the work order scope was closed after the work completed line was entered), this field is disabled and cannot be changed.

  • For work completed lines not associated with a closed scope, once you create and process an invoice (i.e. send it to AR), edits to this field will only be allowed via the SM Invoice Review form (by double-clicking the invoice line or selecting the line and clicking Edit Record).

Description

This field displays for Labor and Miscellaneous lines only.

Enter a description, up to 60 characters.

For work completed labor lines, this will be a description of the labor performed. If you entered a labor code in the Labor Code field, this field defaults the labor code description (as defined in SM Labor Codes); may be overridden.

For miscellaneous lines, this will be a description of the miscellaneous charge. If you entered a standard item in the Item field (left), this field defaults the description defined for the standard item in SM Standard Items. If you entered a free-form value in the Item field, this field defaults as "Standard Item not on file"; may be overridden.

  • When processing invoices (via SM Invoice Review), the system will automatically truncate descriptions exceeding 30 characters to accommodate the 30-character allowance for invoice lines in AR.

  • If this work completed line is associated with a closed scope (i.e. the work order scope was closed after the work completed line was entered), this field is disabled and cannot be changed.

  • For work completed lines not associated with a closed scope, once you create and process an invoice (i.e. send it to AR), edits to this field will only be allowed via the SM Invoice Review form (by double-clicking the invoice line or selecting the line and clicking Edit Record).

Labor Code

This field displays for Labor lines only.

Enter the labor code for this work completed labor entry or press F4 to select from a list of valid labor codes.

  • If this work completed line is associated with a closed scope (i.e. the work order scope was closed after the work completed line was entered), this field is disabled and cannot be changed.

  • For work completed lines not associated with a closed scope, once you create and process an invoice (i.e. send it to AR), edits to this field will only be allowed via the SM Invoice Review form (by double-clicking the invoice line or selecting the line and clicking Edit Record).

Pay Type

This field displays for Labor lines only.

Required.

Enter the pay type (from SM Pay Types) for this work completed labor entry. The pay type specified here will be used to determine the Cost Rate for this work completed line as follows:

  • If the pay type's Cost Method is 'Multiplier', the pay type factor will be used in conjunction with the technician's pay rate (defined in SM Technicians) to determine the Cost Rate.

  • If the pay type's Cost Method is 'Dollar Rate', the rate defined for the pay type is used as the Cost Rate.

This pay type will be updated to the technician's timesheet (in PR My Timesheet) and will determine the default earnings code (which may be overridden).

For labor lines generated from a service timecard (in PR Timecard Entry), this field defaults from the timecard line and cannot be changed.

  • If this work completed line is associated with a closed scope (i.e. the work order scope was closed after the work completed line was entered), this field is disabled and cannot be changed.

  • For work completed lines not associated with a closed scope, once you create and process an invoice (i.e. send it to AR), edits to this field will only be allowed via the SM Invoice Review form (by double-clicking the invoice line or selecting the line and clicking Edit Record).

Craft

This field displays for Labor lines only.

Required.

Enter the craft under which this technician worked for this work completed line or press F4 to select from a list of valid crafts.

This field initially defaults the craft assigned to the technician in PR Employees (if applicable). However, if the craft template associated with the work order or job (if a job work order) has a reciprocal agreement with a type of Override, the system will override the employee's standard craft with the Job Craft specified on the craft template (in PR Craft Template).

For labor lines generated from a service timecard (in PR Timecard Entry), this field defaults from the timecard line and cannot be changed.

The system will use this craft in conjunction with the class (specified to the right) to determine pay rates when processing payroll for this technician (in PR Payroll Process).

  • If this work completed line is associated with a closed scope (i.e. the work order scope was closed after the work completed line was entered), this field is disabled and cannot be changed.

  • For work completed lines not associated with a closed scope, once you create and process an invoice (i.e. send it to AR), edits to this field will only be allowed via the SM Invoice Review form (by double-clicking the invoice line or selecting the line and clicking Edit Record).

Class

This field displays for Labor lines only.

Required.

Enter the class (from PR Craft Classes) under which this technician worked for this work completed line. Initially defaults the class assigned to the technician in PR Employees.

If the craft template associated with the work order or job (if a job work order) has a reciprocal agreement with a type of Override, the system will override the employee's standard craft with the Job Craft specified on the craft template (in PR Craft Template). If the employee's standard class does not exist for the Job Craft, you must either set up the class for the Job Craft in PR Craft Classes and in PR Craft Class Templates or select a valid class already set up for the Job Craft.

For labor lines generated from a service timecard (in PR Timecard Entry), this field defaults from the timecard line and cannot be changed.

The class specified here will be updated to the technician's timesheet (in PR My Timesheet) and will be used in conjunction with the craft (specified to the left) to determine pay rates when processing payroll for this technician.

  • If this work completed line is associated with a closed scope (i.e. the work order scope was closed after the work completed line was entered), this field is disabled and cannot be changed.

  • For work completed lines not associated with a closed scope, once you create and process an invoice (i.e. send it to AR), edits to this field will only be allowed via the SM Invoice Review form (by double-clicking the invoice line or selecting the line and clicking Edit Record).

Shift

This field displays for Labor lines only.

Required.

Enter the shift worked by this technician when working on the specified work order scope. Initially defaults the shift assigned to the technician in PR Employees or '1' if no shift assigned.

For labor lines generated from a service timecard (in PR Timecard Entry), this field defaults from the timecard line and cannot be changed.

The shift specified here will be updated to the technician's timesheet (in PR My Timesheet) and will be used to determine pay rates when processing payroll for this technician.

  • If this work completed line is associated with a closed scope (i.e. the work order scope was closed after the work completed line was entered), this field is disabled and cannot be changed.

  • For work completed lines not associated with a closed scope, once you create and process an invoice (i.e. send it to AR), edits to this field will only be allowed via the SM Invoice Review form (by double-clicking the invoice line or selecting the line and clicking Edit Record).

Standard Item

This field displays for Miscellaneous lines only.

Enter the standard item for this work completed miscellaneous line or leave blank if no standard item applies to this line. Press F4 for a list of valid standard items.

You will generally use this field to identify work order charges that are not specific to labor, equipment, or parts on a work order. If you select an existing standard item, it will be used to default the Cost Rate and Billable Rate values for this line.

  • If the work order scope specified for this line has a Price Method of Non-Billable or Flat Rate, the Billable Rate will be set to blank (and cannot be changed), regardless of whether the standard item specifies a Billable Rate.

  • If the work completed miscellaneous line originated in AP Transaction Entry, the Cost values will default from the AP transaction; the cost rate defined for the standard item will not be used. Changes to the cost rate must be handled directly in AP Transaction Entry.

  • For work completed miscellaneous lines that originated in SM Work Orders, if the work completed line is associated with a closed scope (i.e. the work order scope was closed after the work completed line was entered), this field is disabled and cannot be changed.

Note: For work completed lines not associated with a closed scope, once you create and process an invoice (i.e. send it to AR), edits to this field will only be allowed via the SM Invoice Review form (by double-clicking the invoice line or selecting the line and clicking Edit Record).

Cost Hours

Required.

Enter the number of cost hours for this work completed line. This will be the actual number of hours worked by this technician (and for which he/she will be paid) to complete the work on the specified work scope. Initially defaults the value entered for the work completed line in SM Work Orders (Work Completed grid).

  • If this work completed line is associated with a closed scope (i.e. the work order scope was closed after the work completed line was entered), this field is disabled and cannot be changed.

  • For work completed lines not associated with a closed scope, once you create and process an invoice (i.e. send it to AR), edits to this field will only be allowed via the SM Invoice Review form (by double-clicking the invoice line or selecting the line and clicking Edit Record).

Cost Quantity

This field displays for Miscellaneous lines only.

Enter the cost quantity for this miscellaneous work completed line. This can represent any quantity applicable to the specified miscellaneous expense (hours, units, etc.). Initially defaults the value entered for the work completed line in SM Work Orders (Work Completed grid).

  • If this work completed miscellaneous line originated in AP Transaction Entry, this field is disabled and cannot be edited.

  • For work completed miscellaneous lines that originated in SM Work Orders, once you bill the line (i.e., the invoice is sent to AR), edits to this field will only be allowed via the SM Invoice Review form (by double-clicking the invoice line or selecting the line and clicking Edit Record).

IN Co

The IN Co field on the SM Work Orders form, Work Completed tab.

This field displays for Inventory lines only.

If the material used for this work order was pulled from inventory, enter the IN company from which the material was pulled or press F4 to select from a list of valid IN companies.

This field initially defaults the IN company specified for the active SM company in SM Company Parameters. If you specify a technician for the line, this field then defaults to the IN company specified for the technician in SM Technicians.

If the material used for this work order was not pulled from inventory, you can either accept the default or clear the field. The system will only use the value in this field if you enter a location in the Location field.

Note: If this work completed line is associated with a closed scope (that is, the work order scope was closed after the work completed line was entered), this field is disabled and cannot be changed. For work completed lines not associated with a closed scope, once you create and process an invoice (send it to AR), edits to this field are only allowed via the SM Invoice Review form (accessed by double-clicking the invoice line or selecting the line and clicking Edit Record).

IN Location

The IN Location field on the SM Work Orders form, Work Completed tab.

This field displays for Inventory lines only and is enabled if you entered a company in the IN Co field.

Entry in this field is only required when capturing materials pulled from inventory.

This field initially defaults the IN company specified for the active SM company in SM Company Parameters. If you specify a technician for the line, this field then defaults to the IN company specified for the technician in SM Technicians. You may override the default as needed.

  • If the material used for this work order was not pulled from inventory, you can either accept the default or clear the field. The system will only use the value in this field if you enter a location in the Location field.

  • If you used a stocked material, accept the default or enter the IN location from which the material was pulled. Press F4 for a list of valid locations for the specified IN company.

  • If you used a non-stocked or non-standard material, leave this field blank.

Note: If this work completed line is associated with a closed scope (that is, the work order scope was closed after the work completed line was entered), this field is disabled and cannot be changed. For work completed lines not associated with a closed scope, once you create and process an invoice (send it to AR), edits to this field are only allowed via the SM Invoice Review form (accessed by double-clicking the invoice line or selecting the line and clicking Edit Record).

PO Co

This field only displays for work completed purchase lines (type 5-Purchase).

Display only, the PO company for the specified purchase order.

PO #

This field only displays for work completed purchase lines (type 5-Purchase).

Display only, the PO number assigned to the purchase order in SM Purchase Order Entry or PO Purchase Order Entry.

PO Item

This field displays for Purchase lines only.

Display only, the PO item associated with this work completed purchase line.

PO Item Line

This field displays for Purchase lines only.

Display only, the PO item line associated with this work completed purchase line.

Note: PO item lines are part of the PO Item Distribution feature. If you do not use this feature, this field will always default as 1.
Tip: If you do not use the PO Item Distribution feature, you can hide the field using the Field Properties form (F3).

Material

This field displays for Inventory and Purchase lines only.

For work completed inventory lines, enter the material used for the specified work order scope as follows:

  • If you entered an IN Co and Location, enter a valid material for the location or press F4 to select from a list of valid materials.

  • If you did not enter an IN Co and Location, enter a valid HQ Material or enter a non-standard material (one that is not in HQ Materials).

For work completed inventory lines, enter the material used for the specified work order scope. Must be a valid material for the specified IN Co and IN Location.

  • If this work completed line is associated with a closed scope (i.e. the work order scope was closed after the work completed line was entered), this field is disabled and cannot be changed.

  • For work completed lines not associated with a closed scope, once you create and process an invoice (i.e. send it to AR), edits to this field will only be allowed via the SM Invoice Review form (by double-clicking the invoice line or selecting the line and clicking Edit Record).

For work completed purchase lines, this field defaults the material specified on the purchase order item and is disabled. If this is a non-material purchase order, this field defaults as blank and is disabled.

Material Description

Material Description field on the SM Work Orders form, Work Completed tab.

This field displays for Inventory lines only.

For stocked and non-stocked materials, this field defaults the material description from HQ Materials. Accept the default or enter a new description. Changing the description for a material here will not update the description in HQ Materials.

For non-standard materials, this field defaults as "Nonstandard Material". Enter a description of the material.

UM

This field displays for Inventory and Purchase lines only.

For work completed inventory lines, this field defaults the standard UM defined in HQ Materials. Accept the default or enter the unit of measure to use. Must be a valid UM defined for the material in HQ Materials or on the Addl UMs tab in IN Location Materials.

For work completed inventory lines, this field defaults based on the material as follows:

  • Stocked Materials (pulled from INCo/Location) - Defaults the standard UM defined in HQ Materials. Accept the default or enter the unit of measure to use (cannot be LS). Must be a valid UM defined for the material on the Addl UMs tab in IN Location Materials.

  • Non-stocked Materials (pulled from HQ Materials) - Defaults the standard UM defined in HQ Materials. Accept the default or enter the unit of measure to use (cannot be LS). Must be a valid UM defined for the material in HQ Materials. Press F4 to select from a list of valid materials.

  • Non-Standard Materials (not in IN or HQ) - Defaults to EA. Accept the default or enter the new unit of measure (cannot be LS). Press F4 to select from a list of valid units of measure.

For work completed purchase lines, this field defaults from the purchase order item and cannot be changed.

  • If this work completed line is associated with a closed scope (i.e. the work order scope was closed after the work completed line was entered), this field is disabled and cannot be changed.

  • For work completed lines not associated with a closed scope, once you create and process an invoice (i.e. send it to AR), edits to this field will only be allowed via the SM Invoice Review form (by double-clicking the invoice line or selecting the line and clicking Edit Record).

Quantity

This field displays for Inventory and Purchase lines only.

For work completed inventory lines, enter the quantity of the material used to complete the work order scope.

  • If this work completed line is associated with a closed scope (i.e. the work order scope was closed after the work completed line was entered), this field is disabled and cannot be changed.

  • For work completed lines not associated with a closed scope, once you create and process an invoice (i.e. send it to AR), edits to this field will only be allowed via the SM Invoice Review form (by double-clicking the invoice line or selecting the line and clicking Edit Record).

For work completed purchase lines, this field defaults the quantity specified for the PO item and is disabled. For purchase order items with a UM of LS (i.e. material is non-valid or no material was specified), this field defaults as 0.00 and is disabled.

Note: Edits to this quantity can only be made at the purchase order item level (in SM Purchase Order Entry or PO Purchase Order Entry). Once you post the PO batch, the system will update the quantity here.

Cost Rate

The Cost Rate field on the SM Work Orders form, Work Completed tab.

This field is enabled for Miscellaneous lines only.

The cost rate default depends on the work completed line type as follows:
Equipment Lines
The Cost Rate defaults from EM Revenue Rates by Equipment or EM Revenue Rates by Category (if no rate is defined at the equipment level), depending on the equipment and revenue code specified for the line. The system multiplies the Cost Rate by either the Time Units (if hour-based revenue code) or the Work Units (if unit-based revenue code) to derive the cost total (Actual Cost), which cannot be changed.
Labor Line
The Cost Rate defaults based on the technician and pay type specified on the line, as well as the cost method specified for the pay type as follows:
  • If the cost method is Multiplier, the cost rate is a calculation of the technician's pay rate (from SM Technicians) x the pay type's factor (for example, if pay rate is $55 and factor is 1.5, the cost rate is $82.50).
  • If the cost method is Dollar Rate , the cost rate defaults the rate specified for the pay type in SM Pay Types.
Note: The system calculates the Cost Hrs x Cost Rate and displays the value in the ​Proj Cost​ field. Once payroll is processed and the employee paid, the system populates the ​Actual Cost​ field with the actual amount paid to the employee.
Miscellaneous Lines
These lines default a cost rate as follows:
  • If you entered a standard item (from SM Standard Items) in the Item field, the Cost Rate defaults from the cost rate defined for the line's standard item. May be overridden.
  • If you entered a non-standard item (that is, a free-form item) or left a blank value in the Item field, this field defaults as null and you must enter the line's cost rate manually.
  • If the work completed line originated in AP Transaction Entry, this field defaults the unit cost specified for the transaction line and is disabled.
Inventory
The Cost Rate defaults as follows:
  • For Stocked Materials (pulled from INCo/Location), defaults the unit cost from IN Location Materials based on the Pricing Option specified for Service Sales in IN Company Parameters and the service markup/discount rate specified for the location in IN Location Materials.
  • For Non-stocked Materials (pulled from HQ Materials), defaults the standard unit cost from HQ Materials. May be overridden if needed.
  • For Non-Standard Materials (not in IN or HQ), defaults as blank and you must ener the unit cost manually.
Purchase
The Cost Rate defaults the unit cost from the purchase order. For purchase order items with a UM of LS (that is, material is non-valid or no material was specified), this field defaults as 0.00.

Cost ECM

This field only displays when the Line Type is 4-Inventory or 5-Purchase.

Display only, the quantity the unit cost (Cost Rate) represents.

  • E - Per each

  • C - Per Hundred

  • M - Per Thousand

For work completed inventory lines, this field defaults from IN Location Materials based on the unit cost (last, average, or standard) or unit price used. For example, if using a material rate basis of V-Average Cost (in SM Rate Templates), this field will default the ECM defined for the Avg Unit Cost value in IN Location Materials (Costs/Qtys tab).

For work completed inventory lines, this field defaults based on the material as follows:

  • Stocked Material (pulled from INCo/Location) - Defaults from IN Location Materials based on the unit cost (last, average, or standard) or unit price used. For example, if using a material rate basis of V-Average Cost (in SM Rate Templates), this field will default the ECM defined for the Avg Unit Cost value in IN Location Materials (Costs/Qtys tab).

  • Non-stocked Materials (pulled from HQ Materials) - Defaults the ECM defined for the standard unit cost in HQ Materials.

  • Non-Standard Materials (not in IN or HQ) - Defaults as E.

For work completed purchase lines, this field defaults from the purchase order item and is disabled.

Proj Cost

Display only, the projected cost for the work completed line (if applicable).

The system calculates this value as follows:

  • If the Line Type is1-Equip or 3-Misc, this field is not applicable and displays as null.

  • If the Line Type is 2-Labor, this field is a calculation of Cost Hrs x Cost Rate.

  • If the Line Type is 4-Inventory and the material comes from Inventory, this field is not applicable and defaults as null.

  • If the Line Type is 5-Purchase, this field is a calculation of Quantity x Cost Rate.

Note: Purchase lines with lump sums (UM = LS) will have Quantity and Cost Rates of "0"; the Proj Cost column will reflect the lump sum total of the PO.

Actual Quantity

This field displays for work completed Purchase lines only.

Display only, the actual quantity for this work completed line. This field initially defaults as null. Once you invoice the purchase order item (in AP Transaction Entry), this field defaults the value from the AP transaction.

Actual Cost

This field is enabled for Miscellaneous lines only.

This field is only enabled for Inventory lines referencing a non-stocked or non-standard material, or for non-material related Miscellaneous lines (those that do not reference a material-related SM cost type).

Defaults the actual cost for the work completed line (if applicable). The system calculates this value as follows:

  • 1-Equip - Defaults a calculation of Time Units x Cost Rate.

  • 2-Labor - Initially defaults as null. Once payroll is processed for the employee (technician), this field defaults the value from Payroll.

Note: If you have implemented 'bEmployee' datatype security and have secured the PRTH (PR Timecard Header) view, you will only see a value in this field if you have access to the specified employee; otherwise, this field displays as 0.00.
  • 3-Misc - Defaults a calculation of Cost Qty x Cost Rate. If you did not enter values in the Cost Qty and Cost Rate fields, this field defaults as null and the actual cost must be entered manually.

You may override the default value if necessary. However, overriding the default will clear the Cost Qty and Cost Rate fields. It is not required that you re-enter the Cost Qty or Cost Rate values; however, if you re-enter one value, the other will be re-calculated based on that value and the actual cost specified in this field.

Note: If the scope associated with the miscellaneous line is closed, this field is disabled.
  • 4-Inventory - Defaults a calculation of Quantity x Cost Rate.

For non-stocked and non-standard materials only, changing the defaulted value will recalculate the Cost Rate.

  • 5-Purchase - Initially defaults as null. Once you invoice the purchase order (in AP Transaction Entry), the system updates this field with the actual cost from the AP transaction. This value may differ from the Proj Cost (e.g. a miscellaneous amount was included on the AP transaction or the unit cost on the AP transaction differed from the cost rate specified for the work completed line).

Received Units

This field only displays for work completed purchase lines (type 5-Purchase) when the UM for the purchase order item is not LS.

Display only, the units received against the purchase order item for this work completed purchase line. The system updates this field automatically when you receive units against the PO item in PO Receipts Entry.

Note: If you did not specify to receive the PO item (the Receiving box was not checked in SM Purchase Order Entry or PO Purchase Order Entry), this field will be updated when you invoice this line in AP Transaction Entry.

Received Cost

This field only displays for work completed purchase lines (type 5-Purchase) when the UM for the purchase order item is LS.

Display only, the dollar amount received against the purchase order item for this work completed purchase line. The system updates this field automatically when you receive dollars against the PO item in PO Receipts Entry.

Note: If you did not specify to receive the PO item (the Receiving box was not checked in SM Purchase Order Entry or PO Purchase Order Entry), this field will be updated when you invoice this line in AP Transaction Entry.

Billable UM

This field displays for Inventory and Purchase lines only.

For information about entry and how this field defaults, click on the appropriate link below.

Customer Work Orders

If the Non-Billable check box is selected for the work completed line, this field is blank and disabled.

If the Non-Billable check box is not selected for the work completed line, this field defaults for each line type as follows:

If the work order scope associated with this work completed line has a Price Method of Flat Price or Non-Billable, this field defaults as blank and is disabled.

For work order scopes with a Price Method of Time and Material, this field defaults as follows:

  • Inventory Line - Defaults the Sales UM from HQ Materials. Accept the default or enter a new unit of measure. Press F4 for a list of valid UMs for the specified material.

  • Inventory Line - Defaults from the Cost UM. May be overridden as needed for stocked and non-stocked materials. For non-standard materials (those not in IN or HQ), this field is disabled, as the system has no way to convert the billable UM to the cost UM should they differ.

  • Purchase Line - Defaults the unit of measure specified for the material on the PO item. May be overridden.

If the Non-Billable check box is selected for the purchase line, this field is disabled and defaults as blank.

  • If the purchased material is set up in HQ Materials and you enter a UM that is set up in HQ Additional Units of Measure, the Billable Rate will be updated based on the conversion factor. If the UM is not set up in HQ Additional Units of Measure or the material is not set up in HQ Materials, entering a different UM will clear the Billable Rate field; however, the Total Billable will be left intact.

  • This field is disabled if the work completed line is associated with an agreement and the Coverage type is C-Fully Covered or A-Agreement Rates. For Fully Covered lines only, this amount will be set to 0.00; pricing is included in the agreement price.

Once you bill the work completed line (i.e., the invoice is sent to AR), edits to this field will only be allowed via the SM Invoice Review form (by double-clicking the invoice line or selecting the line and clicking Edit Record).

Job Work Orders

This field defaults based on the Costing Method specified for the work order.

  • Actual Cost - If you selected this costing method, the system sets the billable UM equal to the Cost UM and disables this field. The only way to change this value is to change the Cost UM for the line.

  • Markup - If you selected this costing method, the billable UM defaults based on the work completed line as follows:

  • Inventory - Field is enabled and defaults the Sales UM from HQ Materials. Accept the default or enter a new unit of measure. Press F4 for a list of valid UMs for the specified material.

  • Inventory - Defaults from the Cost UM. May be overridden as needed for stocked and non-stocked materials. For non-standard materials (those not in IN or HQ), this field is disabled, as the system would have no way to convert the billable UM to the cost UM should they differ.

  • Purchase - Field is disabled and defaults the unit of measure specified for the material on the PO item.

Once you bill this work completed line (via Job Cost using Job Billing or Accounts Receivable), edits to this field will only be allowed using the SM Invoice Review form.

Billable Hours

Enter the number of billable hours for this work completed labor line.

This will typically be the number of hours charged for work done by this technician on the specified work order scope. However, you can use this field to enter "minimum" or "maximum" billable hours (i.e., you charge a specified number of hours regardless of whether the technician works less than or more than the specified billable hours).

Note: This field is disabled if:
  • the Non-Billable check box is selected for the work completed line. Since the line is non-billable, this field defaults to blank.

  • the work completed line is for a job work order with a Costing Method of Actual Cost. The value in this field will be set equal to the Hrs Worked .

Note: This field is disabled if:
  • the work completed line is associated with a Flat Price work order scope. Default will be blank; pricing is included in the scope's flat price amount.

Note: the work order is job-related and using a Costing Method of Actual Cost. This amount will be set equal to the work completed line's Hrs Worked.
  • the work completed line is associated with an agreement and the Coverage type is C-Fully Covered or A-Agreement Rates.

Note: For Fully Covered lines only, this amount will be set to 0.00; pricing is included in the agreement price.

Once you bill the work completed line (via SM Invoice Review for customer work orders and via Job Billing or Accounts Receivable for job work orders), edits to this field will only be allowed via the SM Invoice Review form (by double-clicking the invoice line or selecting the line and clicking Edit Record).

Billable Quantity

This field displays for Miscellaneous lines only.

Enter the billable quantity for this work completed miscellaneous line. This can represent any quantity applicable to the specified miscellaneous expense (hours, units, etc.). Initially defaults the value entered for the work completed line in SM Work Orders (Work Completed grid).

Note: This field is disabled if:
  • the Non-Billable check box is selected for the work completed line. Since the line is non-billable, this field defaults to blank.

  • the work completed line is for a job work order with a Costing Method of Actual Cost. The value in this field will be set equal to the Cost Quantity .

Note: This field is disabled if:
  • the work completed line is associated with a Flat Price work order scope. Default will be blank; pricing is included in the scope's flat price amount.

  • the work order is job-related and using a Costing Method of Actual Cost. This amount will be set equal to the work completed line's the Cost Quantity .

  • the work completed line is associated with an agreement and the Coverage type is C-Fully Covered or A-Agreement Rates.

Note: For Fully Covered lines only, this amount will be set to 0.00; pricing is included in the agreement price.

Once you bill the work completed line (via SM Invoice Review for customer work orders and via Job Billing or Accounts Receivable for job work orders), edits to this field will only be allowed via the SM Invoice Review form (by double-clicking the invoice line or selecting the line and clicking Edit Record).

Billable Rate

The Billable Rate field on the SM Work Order form, Work Completed tab.

The system determines the billable rate for work completed lines based on the line type. However, the method used to derive the billable rate differs slightly depending on the work order type (customer, job, or agreement-related) and the price method assigned to the work order scope. Click on the appropriate link below for more information.

Customer Work Orders

If the Non-Billable check box is selected for the work completed line, this field is disabled and blank.

If the Non-Billable check box is not selected for the work completed line, this field defaults the billable rate for each line type as follows:
Equipment
Defaults a calculation of the Cost Rate x the advanced or standard Equipment Markup rate.
Labor
Defaults the advanced labor rate defined by technician, craft/class, call type, and/or pay type or the standard labor rate.
Miscellaneous
Defaults the Billable Rate defined for the standard item specified for the work completed line. If no standard item is specified, this field defaults as blank.
For miscellaneous lines generated via AP Transaction Entry, if a material is specified on the invoice line, the rate defaults based on the rate template for the work order scope. If no material is specified on the invoice line, this rate is set equal to the Cost Rate. If the UM is LS, the rate defaults as blank.
Inventory
Defaults the Billable Rate as follows:
  • Stocked and Non-Stocked Materials - Defaults based on the rate basis, rate type (markup or discount), and the markup/discount rate (standard or advanced) defined on the template.

    If you have defined rates by break point (in SM Override Category Material or SM Rate Override Material), the system determines the percentage to use based on where the material's cost falls in the defined price break ranges. If the material's total cost is less than the first defined price break, the system uses the standard rate.

  • Non-Standard Materials (not in HQ Materials) - Defaults based on the Actual Cost of the work completed line, and the template's rate type (markup or discount) and markup/discount rate (standard or advanced).

    If you have defined rates by break point (in SM Override Category Material or SM Rate Override Material), the system determines the percentage to use based on where the material's cost falls in the defined price break ranges. If the material's total cost is less than the first defined price break, the system uses the standard rate.

Purchase
Defaults the billable rate as follows:
  • Material Purchases - Rate defaults based on the rate basis, rate type (markup or discount), and the markup/discount rate (standard or advanced) defined on the template. If advanced material rates exist, the system will pull the percentage from the appropriate price break range or use the standard percent if the material's cost does not fall within any of the defined price break ranges. May be overridden.
  • Non-Material Purchases - Rate defaults based on the line's cost rate (i.e. unit cost from the PO item) and the markup percent specified for non-material purchases (at the service site, customer, effective date, or rate template level).
Note: If the PO item has a UM of LS (i.e. material is non-valid or no material was specified), this field defaults as blank and is disabled.

Once you bill this work completed line (i.e., the invoice is sent to AR), edits to this field will only be allowed via the SM Invoice Review form (by double-clicking the invoice line or selecting the line and clicking Edit Record).

Job Work Orders

For all line types, this field defaults based on the Costing Method specified for the work order.
Actual Cost
For all work completed line types except Miscellaneous, if you selected this costing method, the system sets the billable rate equal to the Cost Rate and disables this field. The only way to change this value is to change the Cost Rate for the line.
For Miscellaneous work completed lines, entered in SM, this field is enabled and defaults based on the standard item specified for the line. If the standard item has a Cost Rate greater than 0.00, the line's Billable Rate is set equal to the Cost Rate, even if a Billable Rate is specified for the standard item. If the standard item's Cost Rate is blank or 0.00, the line's Billable Rate defaults the billable rate defined for the standard item. If you did not specify a standard item for the work completed line, this field defaults from the Cost Rate you entered for the line.
For Miscellaneous work complete lines entered via AP Transaction Entry, this field is disabled, and defaults from the Cost Rate.
Markup
If you selected this costing method, the billable rate is derived using the rate template defined for the work order scope (based on the standard rate hierarchy for each line type).
  • Equipment - Defaults a calculation of the Cost Rate x the advanced or standard Equipment Markup rate.
  • Labor - Defaults the advanced labor rate defined by technician, craft/class, call type, and/or pay type or the standard labor rate.
  • Miscellaneous - Defaults the Billable Rate defined for the standard item specified for the work completed line. If no standard item is specified or the Billable Rate for the standard item is blank, this field defaults as blank.

    If the miscellaneous work completed line was entered in AP Transaction Entry, this field is disabled and the rate defaults based on the rate template for the work order scope. If no material is specified on the invoice line, this rate is set equal to the Cost Rate. If the UM is LS, the rate defaults as blank.

  • Inventory - Defaults the Billable Rate as follows:
    • Stocked and Non-Stocked Materials - Defaults based on the rate basis, rate type (markup or discount), and the markup/discount rate (standard or advanced) defined on the template.

      If you defined rates by break point (in SM Override Category Material or SM Rate Override Material), the system determines the percentage to use based on where the material's cost falls in the defined price break ranges. If the material's total cost is less than the first defined price break, the system uses the standard rate.

    • Non-Standard Materials (not in HQ Materials) - Defaults based on the Actual Cost of the work completed line, and the template's rate type (markup or discount) and markup/discount rate (standard or advanced).

      If you defined rates by break point (in SM Override Category Material or SM Rate Override Material), the system determines the percentage to use based on where the material's cost falls in the defined price break ranges. If the material's total cost is less than the first defined price break, the system uses the standard rate.

  • Purchase - Defaults the billable rate as follows:
    • Material Purchases - Rate defaults based on the rate basis, rate type (markup or discount), and the markup/discount rate (standard or advanced) defined on the template.

      If you defined rates by break point (in SM Override Category Material or SM Rate Override Material), the system determines the percentage to use based on where the material's cost falls in the defined price break ranges. If the material's total cost is less than the first defined price break, the system uses the standard rate.

    • Non-Material Purchases - Rate defaults based on the line's cost rate (i.e. unit cost from the PO item) and the markup percent specified for non-material purchases (at the service site, customer, effective date, or rate template level).
Note: If the PO item has a UM of LS (i.e. material is non-valid or no material was specified), this field defaults as blank and is disabled.

Once you bill this work completed line (via Job Cost using Job Billing or Accounts Receivable), edits to this field are only allowed using the SM Invoice Review form.

Agreement Work Orders

This field will be enabled/disabled depending on the pricing method defined for work order scopes, or for work completed lines associated with an agreement at the work completed line level, how you set the Non-Billable and Agreement Rates checkboxes. The following discusses each of the different scenarios.

This field is enabled/disabled as follows:

  • If the work completed line is associated with a Flat Price or Non-Billable scope, this field is disabled and defaults as blank. Work completed will be included in the flat price or in agreement pricing (respectively).

  • If the work completed line is associated with a Time and Material scope and the Agreement Rates check box is selected for the work completed line, this field is disabled and defaults a value based on the rate template assigned to the agreement.

  • If the work completed line is associated with a Time and Material scope and the Agreement Rates check box is unselected for the work completed line, this field is enabled and defaults a value based on the rate template assigned to the agreement service (generated scopes) or work order scope (manually added scopes). May be overridden.

  • If the work completed line is associated with a non-agreement scope, but you specified an agreement for the work completed line and both the Non-Billable and Agreement Rates check boxes are unselected for the work completed line, this field is enabled and will default a value from the rate template assigned to the work order scope. May be overridden.

  • If the work completed line is associated with a non-agreement scope, but you specified an agreement for the work completed line and the Non-Billable check box is selected for the work completed line, this field is disabled and defaults as blank.

  • If the work completed line is associated with a non-agreement scope, but you specified an agreement for the work completed line and the Agreement Rates check box is selected for the work completed line, this field is disabled and defaults based on the rate template assigned to the agreement.

For more information about the hierarchy used to determine billable rates, see Equipment Rate Hierarchy, Labor Rate Hierarchy, and/or Material Rate Hierarchy.

Billable ECM

This field only displays when the Line Type is 4-Inventory or 5-Purchase.

Enter the quantity the billable rate represents or accept the default ECM (defaults from Cost ECM).

  • E - Per each
  • C - Per Hundred
  • M - Per Thousand
Note: If you change the value in this field, the system automatically recalculates the Billable Rate, leaving the Total Billable intact.
This field is disabled for:
  • work completed lines with the Non-Billable check box selected

  • agreement-related work completed lines with the A-Agreement Rates check box selected

  • work completed lines on a job work order where the Costing Method is Actual Cost

  • work completed purchase lines on any job work order, regardless of the Costing Method

Total Billable

The system automatically defaults the Total Billable as a calculation of the line's billable rate and "quantity". The defaulted amount for each line type is calculated as follows:

  • Equipment - Billable Rate x the Time Units or Work Units (depending on the Revenue Basis defined for the revenue in EM Revenue Code)

  • Labor - Billable Rate x Billable Hrs. For lines entered in PR My Timesheet or PR Timecard Entry, if the work order scope is not assigned a call type or rate template, this field defaults as null. Once you assign a call type/rate template, this field will default as indicated above.

  • Miscellaneous - Billable Rate x Billable Qty, with the following exceptions:

  • If you did not specify a standard item for the line and you left the Billable Rate field blank, this field defaults as blank and you must enter the total billable amount (0.00 or greater).

  • If you specified a standard item with a blank Billable Rate , this field defaults to 0.00, but may be overridden.

  • If the miscellaneous line was generated via AP Transaction Entry and you specified a UM of LS, this field defaults the from the actual cost.

    • Inventory - Billable Rate x Quantity. Overriding the defaulted amount will cause the Billable Rate to be recalculated.

  • Purchase - Billable Rate x Quantity. Overriding the defaulted amount will not recalculate the Billable Rate. You will need to update the Billable Rate manually to prevent discrepancies.

For Lump Sum items, this field is a calculation of the Proj Cost x Markup/Discount Rate (material purchases) or Proj Cost x Markup Percent (non-material purchases).

Note: This field is disabled for:
  • work completed lines with the Non-Billable check box selected. Since the line is non-billable, this amount will be blank.

Note: If the work completed line is for an agreement work order and the agreement service price method is I-Included in Agreement or P-Periodic (not billed separately), the charge to the customer is included in the agreement price.
  • work completed lines associated with a Flat Price work order scope. This amount will be blank; pricing is included in the Flat Price amount.

  • work completed lines associated with a Non-Billable work order scope. For customer work orders, there will be no charge for work completed. For agreement work orders, work completed is included in the agreement price (if service price method is I-Included in Agreement or agreement service (if service price method is P-Periodic).

  • work completed lines associated with an agreement where the Agreement Rates check box is selected for the work completed line. This applies only if the line's associated work order scope is Time and Material). This amount will be calculated as indicated above by line type.

  • work complete lines associated with an Actual Cost job work order. This amount will be equal to the line's cost amount.

  • work completed purchase lines associated with a Markup job work order. This amount will be calculated as indicated above for purchase lines.

  • this is a Miscellaneous work completed line generated via AP Transaction Entry for a job-related work order.

Tax Type

Tax Type field on the SM Work Orders form, Work Completed tab.

This field only displays for customer work orders and for Misc and Inventory lines on a job work order.

Enter a tax type for this work completed line or accept the default value.

  • Blank

  • 1-Sales

  • 2-Use

  • 3-VAT

For non-billable Equipment, Labor, and non-material Misc lines (those without an SM cost type or those with an SM cost type that has a Cost Type Category other than Material) on a customer work order, and non-material Misc lines on a job work order, this field defaults as blank and cannot be changed.

For billable Equipment, Labor, and non-material Misc lines on a customer work order, this field defaults as blank. If the work completed line references a taxable non-material SM Cost Type, this field defaults as Sales. You may override the default, but only the blank, Sales (US), or VAT (AU/CA) options are allowed.

For material-related work completed lines, the options allowed depend on the Material Tax Override option selected for the work order scope and the billable status (pricing method).

If Material Tax
Override is:

Allowed Tax Types for Billable lines, Cust WOs

Allowed Tax Types for Non-Billable lines, Cust WOs

Allowed Tax Types for Job Work Orders

blank

Sales (US), Use (US), VAT (AU/CA), or blank

Use (US) or blank

Use (US) or blank

N-No Tax

blank (no tax)

blank (no tax)

blank (no tax)

S-Sales

Sales (US), VAT (AU/CA), or blank

blank (no tax)

blank (no tax)

U-Use

Use (US) or blank

Use (US) or blank

Use (US) or blank

This field is enabled for customer work orders only, and displays when the Price Method is F-Flat Price.

  • 1 - Sales

  • 2 - Use

  • 3 - VAT

Agreement-Related Work Orders

If this is an agreement-related work completed line and the Coverage type is C-Fully Covered, this field defaults as blank and is disabled. If the Coverage type is A-Agreement Rates, this field is enabled and will default as indicated below.

  • For US companies, if the service center or service site is assigned a tax code for a billable line, this field defaults as 1-Sales. For non-billable miscellaneous or inventory lines, this field defaults as 2-Use. If no tax code is assigned, the tax type defaults as null.

  • For Australian and Canadian companies (where SM company's AR company is set up with a Default Country of AU or CA in HQ Company Setup), the Tax Type defaults to 3-VAT.

Tax Code

Tax Code field on the SM Work Orders form, Work Completed tab.

Enter the tax code for this work completed line or accept the default. The tax code defaults as follows:

  • Customer Work Orders - If the tax type is blank or No Tax, or if no tax code is specified for the service site or service center (depending the scope's Tax Source), this field defaults as blank. If the tax type is Sales or VAT, this field defaults the Sales tax code from the service site or the service center (depending on the scope's Tax Source). If the tax type is Use, this field defaults the Use tax code from the service site or the service center.

    Work completed labor lines generated from PR My Timesheet and PR Timecard Entry will default the tax code as blank if no SM cost type was entered for the line or if a non-taxable SM cost type was entered. If you entered a taxable SM cost type, the tax code defaults from the service site or the service center.

  • Job Work Orders - For non-material misc lines, this field defaults as blank and cannot be changed. For material-related miscellaneous lines and Inventory lines, if the tax type is blank, this field defaults as blank. If the tax type is Use, this field defaults the tax code from the job.

Tax Basis

Tax Basis field on the SM Work Orders form, Work Completed tab

Enter the taxable portion of the total amount for this material line. This field defaults as follows:

  • If the Tax Type is 1-Sales, this field defaults from the from the Total Billable field.

  • If the Tax Type is 2-Use, this field defaults as follows:
    • If the line did not come from an AP invoice or a purchase order, this field defaults from the Pretax Cost field.
    • If the line comes from an AP invoice, this field defaults the tax basis from the AP invoice.
    • If the line comes from a purchase order, this field defaults the PO item's original amount (without tax).
  • If the Tax Type is 3-VAT, this field defaults from the Total Billable field

Tax Amount

Tax Amount field on the SM Work Orders form, Work Completed tab

If you entered a tax type and tax code for this line, this field defaults a calculation of the tax basis times the tax rate defined for the tax code. You may override the default for this field; however, the system will not update the tax basis.

Note: When you generate an invoice that includes this work completed line, the system recalculates the tax amount based on the tax rate applicable at the time of billing. If it differs from the amount calculated for the work completed line at the time of posting, the amount in this field is updated accordingly.

No Charge

Select this check box if the customer/service site will not be charged for the work associated with this work completed entry.

Note: Checking this box does not clear the cost/price information; although the customer/service site will not be charged for the work, the cost/price information will be included on the invoice.

Do not select this check box if the customer/service site will be charged for the work associated with this work completed entry. (Default setting).

Once you bill this work completed line (i.e., the invoice is sent to AR), edits to this field will only be allowed via the SM Invoice Review form (by double-clicking the invoice line or selecting the line and clicking Edit Record).

Labor Line

For customer work orders only.

This field only displays a value if the work completed equipment line was generated from PR Timecard Entry for a service timecard including equipment usage.

Display only, the work completed labor line associated with this work completed equipment line specified for the service timecard in PR Timecard Entry. This cost type will differ from the SM cost type specified for the labor portion of the timecard.

Equip EM Co

For customer work orders only.

This field only displays a value if the work completed labor line was generated from PR Timecard Entry for a service timecard including equipment usage.

Display only, the EM Co specified for the service timecard in PR Timecard Entry. This is the EM company that will receive the revenue for the use of its equipment.

Note: Changes to this field can only be made in PR Timecard Entry.

Equip Equipment

For customer work orders only.

This field only displays a value if the work completed labor line was generated from PR Timecard Entry for a service timecard including equipment usage.

Display only, the equipment specified for the service timecard in PR Timecard Entry. This is the equipment used to perform the work for the specified work order and to which revenue will be posted.

Note: Changes to this field can only be made in PR Timecard Entry.

Equip Rev Code

For customer work orders only.

This field only displays a value if the work completed labor line was generated from PR Timecard Entry for a service timecard including equipment usage.

Display only, the revenue code specified for the service timecard in PR Timecard Entry. This is the revenue code to which equipment usage will be posted.

Note: Changes to this field can only be made in PR Timecard Entry.

Equip Phase

This field is not currently in use.

Equip SM Cost Type

For customer work orders only.

This field only displays a value if the work completed labor line was generated from PR Timecard Entry for a service timecard including equipment usage.

Display only, the SM cost type for equipment usage specified for the service timecard in PR Timecard Entry. This cost type will differ from the SM cost type specified for the labor portion of the timecard.

Note: Changes to this field can only be made in PR Timecard Entry.

Equip JC Cost Type

This field is not currently in use.

Ready To Bill

The Ready to Bill check box on the SM Work Order form, Header Info tab.

Select this check box to if the work completed item is ready to bill.

This check box allows you to mark all items and scopes for the work order as ready-to-bill.

If your log-in is associated with a reviewer on the work order, then you are able to select this check box. However it does not appear if you are not a reviewer for the work order.

Note:

If the Ready To Bill check box is in an "indeterminate" state (meaning that it is neither selected nor unselected), this means that at least one scope is not ready to bill.

PO Co

This field only displays for work completed purchase lines (type 5-Purchase).

Display only, the PO company for the specified purchase order.

Hrs Worked / Cost Qty

The title of this field differs depending on the line type selected.

Work Completed Labor

If the Line Type is 2-Labor, this field displays as Hrs Worked and is required.

Enter the number of hours the employee worked (i.e. the actual hours for which the employee will be paid).

For labor lines generated from a service timecard (in PR Timecard Entry), this field defaults from the timecard line and cannot be changed.

  • If this work completed line is associated with a closed scope (i.e. the work order scope was closed after the work completed line was entered), this field is disabled and cannot be changed.

  • For work completed lines not associated with a closed scope, once you create and process an invoice (i.e. send it to AR), edits to this field will only be allowed via the SM Invoice Review form (by double-clicking the invoice line or selecting the line and clicking Edit Record).

Work Completed Miscellaneous

If the Line Type is 3-Misc, this field displays as Cost Qty .

Enter the cost quantity for this miscellaneous work completed line. This can represent any quantity applicable to the specified miscellaneous expense (hours, units, etc.). Initially defaults as follows:

  • If you specified a standard item for this line and the Cost Rate defined for the standard item (in SM Standard Items) is not 0.000, this field defaults to 1.000.

  • If you specified a standard item and the Cost Rate is 0.000, or you did not specify a standard item for the line, this field defaults as blank.

  • If this work completed miscellaneous line originated in AP Transaction Entry, this field is disabled and cannot be edited.

  • For work completed miscellaneous lines that originated in SM Work Orders, if the work completed line is associated with a closed scope (i.e. the work order scope was closed after the work completed line was entered), this field is disabled and cannot be changed.

  • For work completed lines not associated with a closed scope, once you create and process an invoice (i.e. send it to AR), edits to this field will only be allowed via the SM Invoice Review form (by double-clicking the invoice line or selecting the line and clicking Edit Record).

Description

Enter a description for this work order. This will typically be a description of the problem, maintenance request, or any other service being requested. Space allowance is virtually unlimited.

Is WIP

Is WIP check box on the SM Work Orders Posted Detail tab.

Select this check box to identify transactions to work in process (WIP) to exclude from the Monthly Profitability Report, for tax-reporting purposes.

Track WIP

The setting of this checkbox defaults based on how you set the Track WIP checkbox (in SM Call Types) for the call type specified on this work order scope. You may override as necessary.

Check this box to track WIP account updates for work completed lines referencing this work order scope. Once a work completed line is saved, the system will update the Cost WIP account specified for the work completed line; billing the line will update the specified Revenue WIP account. Once the scope is closed, the system will transfer costs and revenue from the WIP accounts to the Cost and Revenue accounts, respectively.

Uncheck this box if not tracking WIP for work completed lines referencing this work order scope. Once a work completed line is saved, the system will update the Cost account specified for the work completed line; billing the work completed line will update the specified Revenue account. The Cost WIP and Revenue WIP accounts will not be used.

Note: Once you begin entering work completed lines referencing this scope, this field is disabled and cannot be changed.

Adjustment

Adj check box on the SM Work Orders form, Work Completed tab.

Select this check box to create a cost adjustment to an Equipment, Labor, Miscellaneous or Inventory Work Completed line.

Dest Scope

Dest Scope field on the SM Work Orders Work Completed tab.

This field also appears as the Scope Seq field under the Destination Adjustment of the Cost Adjustment Info drop-down section of the SM Work Completed form.

Defaults to the scope associated with the Dest Work Order entry.

Enter scope for the cost adjustment will be made to. Press F4 for a list of work order scopes from which to choose.

This field is enabled if you have selected either the Adj check box on the Work Completed tab or the Create Adjustment check box on the SM Work Completed form, under the Cost Adjustment Info section.

Material Category

Material Category field on the SM Work Completed Inventory form.

This field is enabled for non-standard materials only.

For stocked and non-stocked materials, this field defaults the category assigned to the material in HQ Materials and cannot be changed.

For non-standard materials (not in HQ Materials), this field defaults as blank. Enter the material category or press F4 to select from a list of valid material categories.

Material Category

Material Category field on the SM Work Orders form, Work Completed tab.

This field is enabled for non-standard materials only.

For stocked and non-stocked materials, this field defaults the category assigned to the material in HQ Materials and cannot be changed.

For non-standard materials (not in HQ Materials), this field defaults as blank. Enter the material category or press F4 to select from a list of valid material categories.

Material Description

Material Description field on the SM Work Orders form, Work Completed tab.

For stocked and non-stocked materials, this field defaults the material description from HQ Materials. You may override the description as needed.

For non-standard materials (not in HQ Materials), this field defaults as "Nonstandard Material". Enter the material description.

PO Item Description

This field only displays for work completed purchase lines (type 5-Purchase).

Enter a description of the new PO item, up to 30 characters.

Note:

Once you save the work completed line, the description can only be edited in SM Purchase Order Entry.

Pretax Cost

This field only displays for non-billable Inventory and Purchase lines, or for billable or non-billable material-related miscellaneous lines (those with a material-related SM Cost Type).

This field only displays for Inventory and Purchase lines, or for Misc lines with a material-related SM Cost Type.

Required.

Enter the pretax cost amount for this line or accept the defaulted value (of cost quantity x cost rate).

Status

Display only, the system-assigned status for this work completed entry. Current statuses are:

  • New - Assigned to work completed lines when created.
  • Provisional - This status is assigned as follows:
  • For miscellaneous work completed lines auto-generated from
    • miscellaneous requirements on a quote or agreement service
    • required tasks referencing a standard task with miscellaneous requirements
    • standard charges defined for a customer or service site.
  • For work completed lines imported via the Imports module.
  • For work completed Equipment, Miscellaneous, and Inventory lines added to a work order when not using the auto-batching feature (i.e. the Auto Post New Work Completed check box is unselected in SM Company Parameters).
Note: Work completed lines with a 'Provisional' status must be processed using the SM Work Order Cost Posting form. Once processed, the status will be updated to 'New'.
  • Pending Invoice - Assigned to all work completed lines on a work order when you create an invoice session (by clicking the Bill WO button).
  • PreBilling - Assigned to work completed lines that have been selected for billing in SM Work Order Billing, but are not currently in an invoice session (i.e. no invoice has been generated).
Note: This is a temporary status that will only be assigned as long as the SM Work Order Billing form is open and no invoice has been generated for the work completed line. Once you close the SM Work Order Billing form, if you have not generated an invoice for the work completed line, the status will be reset to New.
  • Non-Billable - Assigned to all work completed lines referencing a work order scope with a Price Method of Non-Billable. This status will also be used for work completed lines that reference a Time and Material work order scope, but for which you manually checked the line's Non-Billable box.
  • Billed - Assigned to all work completed lines on a work order once the invoice is processed (i.e. sent to Accounts Receivable).

Search By

Select one of the following search options:

  • A-All (default) – Select this option to show both customer and job work orders.

  • C-Customer – Select this option to show only customer work orders. When selected, the screen displays a Customer field to allow additional filtering by a specific customer..

  • S-Service Site – Select this option to show only work orders for a specific service site. When selected, the screen displays a Service Site field for entering the filter-by service site (required)..

  • J-Job – Select this option to show only job work orders. When selected, the screen displays JCCo and Job fields to allow additional filtering by a specific JC company and job.

Status

Select the status by which to search for work orders:

  • Not Closed – Select this option to show all work orders that have not been closed. This will include work orders with a status of New, Open, and Complete.

  • New – Select this option to show only those work orders with a status of New.

  • Open – Select this option to show only those work orders with a status of Open.

  • Closed – Select this option to show only those work orders with a status of Closed.

  • All – Select this option to show all work orders, regardless of their status.

Customer

This field only displays when you select C-Customer as the Search By option.

Enter the customer by which to search for work orders or press F4 to select from a list of valid SM customers.

Leave blank to show work orders for all customers.

Service Site

This field only displays when you select S-Service Site as the Search By option.

Entry in this field is required.

Enter the service site by which to search for work orders. Press F4 to select from a list of valid service sites.

JCCo

This field only displays when you select J-Job as the Search By option.

Enter the Job Cost company by which to search for work orders or press F4 to select from a list of valid Job Cost companies.

Leave blank to show job work orders for all Job Cost companies.

Job

This field only displays when you select J-Job as the Search By option.

Enter the job by which to search for work orders or press F4 to select from a list of valid jobs for the specified JC company.

Leave this field blank if:
  • you did not specify a company in the JCCo field.

  • you specified a company in the JCCo field, but want to show all job work orders for that company.

Center

Enter the service center by which to search for work orders. Press F4 to select from a list of valid service centers.

Leave this field blank to show work orders for all service centers.

Date

Enter the beginning and/or ending date by which to search for work orders.

  • If you enter only a beginning date, the list will include all work orders entered on or after the specified date.

  • If you enter only an ending date, the list will include all work orders entered on or prior to the specified date.

  • If you enter both a beginning and ending date, the list will include all work orders entered within the specified date range (i.e. on or after the beginning date and on or prior to the ending date).

Leave these fields blank to include all work orders, regardless of their entry date.

Ready for Review

Ready for Review drop-down on the SM Work Order form, Search section.

Use this option to search for work orders that are ready to bill. From the drop-down list, select one of the following:
  • Primary - Show only work orders that are ready to review and for which you are the primary reviewer.
  • Alternate - Show only work orders that are ready to review and for which you are an alternate reviewer.
  • All - If the Use Review Process check box is selected in SM Company Parameters, select this option to show all ready to review work orders that you are assigned to review. If the Use Review Process check box is not selected, select this option to show all ready to review work orders, regardless of reviewer.

Leave this field blank if not restricting the search to only work orders that are ready to bill.

Primary vs. Alternate

When you click Search, the system uses the following hierarchy to determine primary and alternate reviewers.

  • Work Order
  • Service Site
  • Customer
  • Division
  • Center

For example, if a reviewer is found at the work order level, that reviewer (along with its authorized users) becomes the primary reviewer. Reviewers found at higher levels (service site, customer, division, and center) become alternate reviewers. If a reviewer is not found at the work order level, the system continues searching at each level until a reviewer is found. The first reviewer found becomes the primary reviewer and reviewers found at the higher levels become alternate reviewers.

Reviewer

Reviewer field on the SM Work Order form, Search section.

This field is enabled once you select an option in the Ready for Review drop-down.

If you are an authorized user for multiple reviewers and you want to filter work orders by a specific reviewer (for which you are an authorized user), enter the reviewer here. Press F4 to select from a list of reviewers for which you are an authorized user.

Work Order

Required.

Enter a work order number (between 0 and 2,147,483,647), or enter N, New, or + to have the system automatically assign the next sequential work order number that is not already in use.

If a value is specified in the Next Work Order Number field in SM Company Parameters, the system will assign the first unused sequential number after that value to the next work order. Once the system assigns the next available work order number here, it will update the Next Work Order Number accordingly.

Description

This field only displays when the Line Type is 4-Material.

Site

Enter the service site requesting the service work. Press F4 for a list of valid service sites.

If the work order is for a new service site, press F5 to access SM Service Sites and set up the service site. Once you return to this form, enter the new service site here.

Note: For customer work orders:
  • If the customer is 'on hold' in AR Customers, a message displays indicating that the selected customer is currently on credit hold in AR; however, the entry is allowed.

  • If the customer is 'inactive' in AR Customers, a message displays indicating that the selected customer is inactive; you will be unable to save the record.

Note: For job work orders:
  • If the job is hard or soft-closed and you do not allow posting to closed jobs (i.e. the Allow Posting to Hard-Closed Jobs and/or Allow Posting to Soft-Closed Jobs boxes are unchecked in JC Company Parameters), a message displays indicating that the job is closed; and you will be unable to save the record.

Changing the Service Site

You can change the service site on an existing work order if:

  • no billings have occurred

  • the work order was not generated from a quote or an agreement

When you successfully change a service site, the system:

  • updates the customer or job accordingly

  • updates contact information and leaves requested by information intact

  • updates the default service center and clears the division on each scope if not valid for the new service center

  • updates the pricing method to T&M if the new site is a job site or to non-billable if the new site is flagged as non-billable; otherwise, leaves the pricing method 'as is'

  • updates the bill to information, rate template, tax source, tax type, and tax code for each scope accordingly (customer work orders only)

  • removes all agreement-related information if the new site is a job site and agreement-related scopes were added manually

  • removes existing standard charges (if applicable) and adds those defined for the new service site

  • removes the scope phases if changing from one job site to another and the phases are not valid for the new job

Customer

Applicable to customer work orders only.

Display only, the customer associated with the specified service site.

Tip: You can press F5 to access the SM Customers form for additional information about the customer.

Job

Applicable to job work orders only.

Display only, the job associated with the specified service site.

Tip: You can press F5 to access the JC Jobs form for additional information about the job.
Note: If the job is hard or soft-closed and you do not allow posting to closed jobs (i.e. the Allow Posting to Hard-Closed Jobs and/or Allow Posting to Soft-Closed Jobs boxes are unchecked in JC Company Parameters), a message displays indicating that the job is closed; and you will be unable to save the record.

Costing Method

This field is only displayed and enabled for job work orders (work orders referencing a service site with a Type of J-Job).

Required.

Specify how costs will be sent to Job Cost for work completed on this job work order. Initially defaults the setting defined for the service site.

  • Actual Cost (Default) - Select this option to send actual costs to Job Cost. When entering work completed for this work order, the system will set the Billable amount equal to the Cost amount and send this amount to Job Cost.

Note: For work completed equipment, miscellaneous, and inventory lines, the Billable amount will be sent to Job Cost once the work completed line is saved. For work completed labor lines, actual costs will be updated to Job Cost once you process payroll and run PR Ledger Update. For work completed purchase lines, actual costs will be updated to Job Cost once you pay the invoice in AP Transaction Entry.
  • Markup - Select this option to send revenue (cost + markup) as cost to Job Cost. When capturing work completed, the system calculates the Billable amount based on the rate template assigned to the work order scope, and sends this amount as cost to JC.

  • You will typically use this method if you want the amounts you charge the customer to be sent to the job as costs.

  • For labor and purchased material lines, actual costs will be updated to the corresponding work completed line and the Billable amount recalculated. The new Billable amount will then be sent to Job Cost

Once you begin entering work completed, this field is disabled and cannot be changed. The only time this does not apply is when all work completed lines on the work order are miscellaneous work completed lines with a "provisional" status (those auto-added to the work order from standard charges or miscellaneous requirements). In this case, this field is enabled and will remain so until you manually enter one or more work completed lines of any type.

PR State

For customer work orders only.

Enter the state where the work being done for this work order is located. Initially defaults the state designated in the service site's address (in SM Service Sites).

The system may use this state as the default tax, unemployment, and/or insurance state on timecards referencing this work order in PR Timecard Entry, depending on the "Use Job/SM Work Order" settings in PR Company Parameters (State/Local tab) and the "Always use Employee's Work/Resident" settings in PR Employees. For more information about these settings, see the F1 help.

Note: For information about state defaults for labor hours posted to job-related SM work orders, see the Ins State , Tax State , and Unemp State F1 help in PR Timecard Entry.

PR Local Code

Enter the local code that identifies the city, county, or other taxing district in which the work being performed for this work order is located. Defaults the local code defined for the service site specified on this work order. Press F4 for a list of valid local codes (defined in PR Local Codes).

The system may use this code as the default local code on timecards referencing this work order in PR Timecard Entry, depending on how you set the Use Job, SM Work Order or Office Local for Local Tax checkbox in PR Company Parameters (State/Local tab) and the Always Use Employee's Work/Resident Local Code checkbox in PR Employees.

The following table displays how timecards will default this code based on these two checkboxes.

Use Job, SM WO, or Office Local

Use Employee Local

Local Default

Defaults from the Work Office Local Code field in PR Employees. If blank, the system defaults from the Resident Local Code field.

If you specify a job in the Job field (PR Timecard Entry) and the PR Local Code field (JC Jobs) is not blank, defaults from the PR Local Code field in JC Jobs.

If you specify a job in the Job field, and the PR Local Code field (JC Jobs) is blank, the default value is the Resident Local Code field in the PR Employees form defaults as blank.

If you do not specify a job in the Job field, defaults from the Office Local field in the PR Company Parameters form, if it is not blank.

If you do not specify a job in the Job field, and the Office Local field in PR Company Parameters is blank, defaults from the Work Office Local Code field in PR Employees. If that field is blank, defaults from the Resident Local Code field in PR Employees.

SM Work Orders:

If a job work order, defaults from the PR Local Code field in the JC Jobs form, if it is not blank. If the job's PR Local Code field is blank, defaults as blank the default value is the Resident Local Code field in the PR Employees form.

If a customer work order, defaults from the PR Local Code field in SM Work Orders. If you do not specify a PR Local Code on the work order, defaults as blank.

Defaults from the Work Office Local Code field in PR Employees. If that field is blank, defaults from the Resident Local Code field in PR Employees.

If both the Work Office Local Code and the Resident Local Code fields in PR Employees are blank, defaults as blank.

Defaults from the Work Office Local Code field in PR Employees. If that field is blank, defaults from the Resident Local Code field in PR Employees.

If both the Work Office Local Code and the Resident Local Code fields in PR Employees are blank, defaults as blank.

For more information on setting tax and insurance information for your company, see Setting Company Tax and Insurance Information. For more information on setting tax and insurance information for individual employees, see Setting Employee Tax and Insurance Information.

Lead Tech

Enter the lead technician for this work order or press F4 to select from a list of preferred site technicians, preferred customer technicians, active technicians, or all technicians.

Leave this field blank to have the system auto-assign a lead technician using the technician from the first trip you create for the work order. If you do not assign a technician when first creating trips, the system will use the first technician assigned to any trip on the work order. You may override the auto-assignment as needed.

Agreement Work Orders

If you generated this work order from an agreement (using SM Generate PM Work Orders), this field defaults the Assigned Tech designated for the agreement service. If you did not assign a technician to the agreement service, this field defaults the primary technician designated for the related service site.

Reviewer

Reviewer field on the SM Work Order field, Work Order header section.

Enter a reviewer’s ID in the Reviewer field, so that reviewer can select work orders as ready-to-bill and so that any applicable unapproved invoices in accounts payable will get this reviewer assigned by default. Press F4 for a list of active reviewers.

If you leave this field blank, reviewers set at any of the following fields will be able to review this work order:

  • SM Service Site

  • SM Customer

  • SM Service Division

  • SM Service Center

Center

Required.

Enter the service center that will be performing the service work on this work order.

  • Although you are not initially required to enter a service center when adding a work order, you will be required to assign a service center before you can capture work completed or create invoices.

  • For work orders with an agreement, this field is disabled. If the work order doesn't have an agreement, you may change the service center. If you change the service center for a work order and save it, any costs or billings that have been captured will need adjusting entries to be posted to the GL, if the GL accounts differ based on the service center change.

Site Contact: Name

Enter the name of the contact for the specified service site. Initially defaults the Default Contact from the service site, if applicable.

  • The contact specified here can be a site or customer contact, or any contact not already set up for the site or customer. Press F4 for a list of valid site contacts, customer contacts, or HQ contacts.

  • You can also set up a contact on-the-fly by pressing F5 to access the HQ Contacts form. Once you have set up the contact and returned to this form, you can enter the new contact here. Be aware that setting up a new contact in HQ Contacts and adding them to a work order here does not automatically set them up as a customer contact (in SM Customers) or a site contact (in SM Service Sites).

Site Contact: Phone

Enter the phone number of the site contact specified above. Initially defaults the phone number defined for the site contact (in HQ Contacts) specified above.

Requested By: Name

Enter the name of the person who made the service request.

Note: The person specified here can be a site or customer contact, or any contact not already set up for the site or customer. Press F4 for a list of valid site and customer contacts.
Note: The person specified here can be a site or customer contact, or any contact not already set up for the site or customer. If you specified a Caller Name in SM Call Handler, it will appear here. Press F4 for a list of valid site and customer contacts.

Requested By: Phone

Enter the phone number of the person who made the service request.

Note: If you specified a site, customer, or HQ contact, this field will automatically default the phone number specified for the contact in HQ contacts. May be overridden as necessary.
Note: If you specified a site, customer, or HQ contact, this field will automatically default the phone number specified for the contact in HQ contacts. If you specified a Caller Phone number in SM Call Handler, it will appear here. May be overridden as necessary.

Requested By: Date

Enter the date this service request was made. Initially defaults the current date.

Requested By: Time

Enter the time this service request was made. Initially defaults the current time.

Certified Payroll

For customer work orders only.

Check this box if this work order should be included in certified payroll reporting. When running Certified Payroll reports (e.g. PR Certified Payroll Transcript, PR Certified Report with Liabilities, etc.), if you specify to include SM work orders, the report will include this work order.

Leave this box unchecked to exclude this work order from certified payroll reporting.

Note: This field defaults the setting specified for this work order's service site in SM Service Sites.

Start Date for Certifieds

This field displays only on non-Job work orders.

If you are including this job on certified payroll reports, enter the start date for certified payrolls (should be the date labor actually started on this work order). This date will be used to calculate the week number on the certified payroll reports (e.g. PR Certified Payroll Transcript, PR Certified Report with Liabilities, etc.).

Craft Template

For Customer work orders only.

Enter the craft template for this work order or press F4 to select from a list of valid craft templates (set up in PR Templates) for the PR Co associated with this SM Company. Initially defaults the craft template specified for the service site (in SM Service Sites). If you did not assign a craft template to the service site, this field defaults as blank.

The system will use this template to determine craft/class pay rate defaults in PR Timecard Entry for labor hours posted to this work order. If you leave this field blank, the system will determine the employee's pay rate using the standard hierarchy. See Crafts, Classes, and Templates in the Payroll online help for more information.

Ready To Bill

The Ready to Bill check box on the SM Work Orders form, Work Completed tab, and on the related SM Work Completed forms (such as SM Work Completed Equipment).

For Customer Work Orders only.

This field only displays if your login is associated with a reviewer on the work order; however, it does not display until after you have entered and saved the work completed line (either in the Work Completed grid or the related Work Completed form).

Select this check box to if the work completed item is ready to bill.

Note: This field is disabled if:
  • The work completed item is marked as Non-Billable.
  • The work completed item has already been billed.

Seq

Enter N, New, or + to add a new work order sequence; the system will automatically assign the next sequential number.

Note: When adding a new work order, the system will automatically add a single work order sequence and skip this field. However, if you have set up F3 overrides at the scope level for default behaviors or added "required value" validation, this may impact the system's ability to auto-add and save the work order scope. If the defaults are invalid (e.g. you default a call type that has since be deactivated) or you require entry in a field and do not auto-default a value, the system will display an error indicating the problem. Although it will 'create' the scope, you will be unable to save the record until the correct information has been entered.

Scope

Enter the work scope (set up in SM Work Scopes) that represents the work to be done on this work order sequence.

If this work order was generated from a work order quote, this field defaults the work scope from the quote sequence. May be overridden.

Service

This field only displays if an active agreement exists for the specified customer (in SM Agreements) and this work order was generated using SM Generate PM Work Orders.

Display only, the service to which this work order scope applies.

Priority

Enter the priority of the work order scope. If you entered a work scope, this field will default the priority specified for the work scope (in SM Work Scopes). May be overridden as necessary.

Scope Detail

Enter a description of the problem or service request that will be handled by this work order scope. Space allowance is virtually unlimited.

If this work order was generated from a work order quote, this field defaults the scope detail specified for the quote sequence. May be overridden.

Due

Specify the due date type for this work order scope.

  • 0-By — Select this option if this work order scope is due by a specific date. When selected, the second date field (right) is enabled; use this field to enter the "due by" date.
  • 1-Within — Select this option if this work order due within a specified time-frame. When selected, both date fields (right) are enabled. Use these fields to enter the beginning and ending date in the "due within" date range.
Note: These fields are informational only; however, if you are using SM Work Centers, the specified dates can be used to identify overdue work orders (Items > Hot Lists > Overdue Work Orders).
  • If you generated this work order using SM Generate PM Work Orders, this field defaults based on the scheduling options defined for the agreement service (in SM Work Schedule, Schedule tab) and cannot be changed.
  • If you generated this work order from a work order quote, this field defaults from the quote sequence. May be overridden as needed.

Start Date

This field is only enabled when due date type is 1-Within.

Enter the beginning date in a range of dates within which the work order scope is due.

Note: This field is informational only; however, if you are using SM Work Centers, this date can be used to identify overdue work orders (Items > Hot Lists > Overdue Work Orders).
  • If you generated this work order using SM Generate PM Work Orders, this field defaults based on the scheduling options defined for the agreement service (in SM Work Schedule, Schedule tab) and cannot be changed.
  • If you generated this work order from a work order quote, this field defaults from the quote sequence. May be overridden as needed.

End Date

This field is enabled when due date type is 0-By or 1-Within.

If you selected 0-By as the due date type, specify the date by which this work order scope is due.

If you selected 1-Withinas the due date type, specify the ending date in a range of dates within which the work order scope is due.

Note: This field is informational only; however, if you are using SM Work Centers, this date can be used to identify overdue work orders (Items > Hot Lists > Overdue Work Orders).
  • If you generated this work order using SM Generate PM Work Orders, this field defaults based on the scheduling options defined for the agreement service (in SM Work Schedule, Schedule tab) and cannot be changed.
  • If you generated this work order from a work order quote, this field defaults from the quote sequence. May be overridden as needed.

Division

Enter the service center division for this work order scope. This will generally be the division that handles the type of work defined for this scope. Press F4 for a list of valid divisions for the specified service center.

  • If you generated this work order using SM Generate PM Work Orders, this field defaults the division specified for the agreement service (if applicable). May be overridden.

  • If this work order was generated from a work order quote, this field defaults the division specified for the quote sequence. May be overridden.

  • This field is disabled once you enter work completed lines that reference this work order scope.

Call Type

Enter the call type (from SM Call Types) for this work order scope. Press F4 for a list of call types by service center or all call types. If you specified a division for the work order scope, you will also have the option to view call types by division.

Defaults as follows:

  • For manually created work orders, this field defaults as null.

  • For work orders generated from a work order quote (via SM Work Order Quotes), this field defaults the call type specified for the quote sequence. May be overridden.

  • For work orders generated from an agreement (via SM Generate PM Work Orders), this field defaults the call type specified for the agreement service (in SM Service) and is disabled.

Note: Although you are not required to enter a call type when adding sequences to a work order or entering work completed, you will be required to assign a call type before you can close the work order scope.
Note: It is important to note that assigning a call type after you have entered/invoiced work completed will affect the cost and revenue accounts if tracking WIP for the call type and/or if overrides exist in SM Departments for the call type.Changing the Call Type

You can change the call type for any work order (except for those generated from an agreement), regardless of whether you have entered work completed, billed the work order, or closed the scope. For more information, see Changing Call Types.

Serviceable Item

Enter the item being serviced, if applicable. Press F4 for a list of valid serviceable items for the specified service site.

Note: This field is disabled if this a preventative maintenance work order (i.e. agreement-related work order generated using SM Generate PM Work Orders).

Material Tax Override

Material Tax Override drop-down on the SM Work Orders form, Info tab of scope section.

Select the tax type override option for this work order scope. This field defaults the Matl Tax Override specified in SM Call Types for the call type assigned to this work order scope. If the work order scope is associated with an agreement, this field defaults the material tax override specified on the agreement service (for generated work orders) or agreement (for manually entered work orders).

The option selected here is used to determine the Tax Type default when entering material-related work completed for a work order (i.e. inventory lines, purchase lines for a material, and miscellaneous lines referencing an SM cost type with a Material cost type category). It is also used to determine the Tax Type default when entering material requirements and miscellaneous requirements referencing an SM cost type with a Material cost type category for agreement services, quote scopes, and work order scopes.

  • Blank – Select this option to use the standard tax type defaulting behavior. For taxable, billable material-related requirements or work completed, the tax type will default as Sales. For taxable, non-billable material-related requirements or work completed, the tax type will default as Use. Defaults may be overridden.

  • N - No Tax – Select this option to default the tax type as "blank" for material-related requirements or work completed.

  • S - Sales Tax Only – Select this option to default the tax type as Sales for material-related requirements or work completed. You may override the tax type, but only Sales and None options are allowed.

    For Australian and Canadian companies, select this option to default the Tax Type as VAT. You may override the tax type, but only Sales and None options are allowed.

  • U - Use Tax Only (US companies only) – Select to default the tax type as Use for material-related requirements or work completed. You may override the tax type, but only Use and None options are allowed.

Assignment

Assignment field on the SM Work Orders form, Info tab of scope section.

Enter an assignment number, or press F4 for the SM Assignment Lookup from which to select an assignment number. Press F5 to connect to the SM Assignments form.

Revenue Recognition

Revenue Recognition drop-down list on scope section of the SM Work Orders form, Info tab.

Select how to recognize revenue:

  • B - As Billed - (default) select this option to have revenue recognized as it is billed

  • C - As Costs Incurred - select this option to have revenue recognized as costs are incurred

Margin

Margin field on scope section of the SM Work Orders form, Info tab.

This field displays for Flat Price work order scopes only.

Enter the expected margin percentage to apply when recognizing revenue for this flat price scope. If you created this work order from a work order quote (via SM Work Order Quotes), this field defaults the margin specified for the quote scope.

During the revenue recognition process (in SM Revenue Recognize), the system determines the revenue to recognize by applying the margin to the sum of all associated costs.

For example, if the total cost posted to the scope is $2,500 and the margin is 20%, the recognized revenue will be $3000 ($2,500.00 x 1.2 = 3,000.00).
Note: When recognizing revenue for flat price scopes, the system will not exceed the Flat Price amount. If the total costs plus the margin will exceed the Flat Price amount, the system will stop recognizing revenue at the Flat Price amount.

Quote

This field only displays for work order scopes that were generated from a work order quote.

Display only, the quote associated with this work order scope.

Agreement

Agreement field on the SM Work Orders form, Info tab in lower section of form.

This field is for customer work orders only.

Enter the agreement for this work order scope or press F4 to select from a list of active agreements for the customer.

This field defaults as follows:

  • If the Default Agreement Number on Work Order Scopes check box is selected in SM Company Parameters, and the service site associated with this work order is included in Spot Coverage on a single active agreement, this field defaults the agreement number.

If the service site is included in Spot Coverage for multiple agreements or if the service site is not included in Spot coverage on any agreement, this field defaults as blank.

  • If the Default Agreement Number on Work Order Scopes check box is not selected in SM Company Parameters, this field will always default as blank.

If you are not using the Agreements feature, this field defaults as blank. If you are using the Agreements feature, this field defaults as follows:

  • If this work order was generated in PM Generate PM Work Orders, this field defaults the agreement associated with the work order/scope and is disabled.

  • If you manually added this work order and/or scope, this field defaults based on how you set the Default Agreement number on Work Order Scopes check box in SM Company Parameters.

  • If the Default Agreement number on Work Order Scopes check box is selected and a single active agreement exists for the customer/service site, this field defaults the agreement number. You can delete the agreement number if you do not want the work order scope associated with the agreement.

If multiple active agreements exist for the customer/service site, a message displays indicating multiple agreements exist and this field defaults as blank. If the work order scope is associated with an agreement, enter the agreement number or press F4 to select from a list of active agreements for the customer/service site. Otherwise, leave blank.

  • If the Default Agreement number on Work Order Scopes check box is not selected, this field defaults as blank, regardless of whether active agreements exist for the customer/service site. If the work order scope is associated with an agreement, enter the agreement number or press F4 to select from a list of active agreements for the customer/service site. Otherwise, leave blank.

Note: You can change the agreement for a manually added work order scope as long as you have not billed any work completed lines that reference the scope. Once you have specified the new agreement, the system will automatically update the pricing for all related work completed lines accordingly.

Rev

This field only displays if an active agreement exists for the specified customer (in SM Agreements).

Display only, the agreement revision to which this work order scope applies.

Price Method

This field displays for customer work orders only.

Select the price method for this work order scope:

  • N - Non-Billable — Select this option if you are not charging for work covered by this work order scope. The system will automatically default this option for all work orders referencing a service site with the Non-Billable box checked (in SM Service Sites). May be overridden.

  • T - Time and Material — Select this option to bill work completed using the rate template assigned to the work order scope. The system will automatically default this option for all work orders referencing a service site with the Non-Billable box unchecked (in SM Service Sites). May be overridden.

If you select this option, a Ready To Bill checkbox appears, allowing you to mark the scope items as ready to bill, if you are an authorized reviewer.

  • F - Flat Price — Select this option to charge a flat price (designated to the right) for all work covered by this work order scope. You will be required to break down revenue by cost type category using SM Flat Price Revenue (accessed via the Split button). For more information, see Entering Flat Price Revenue.

If you select this option, a Ready To Bill checkbox appears, allowing you to mark the scope items as ready to bill, if you are an authorized reviewer. Selecting Flat Price also gives you a Partial Bill checkbox option, which, if selected, allows you to enter a partial-billing amount in the Amount field.

Quote-Generated Work Order Scopes

For work order scopes generated from a quote, this field defaults the price method from the quote sequence and is disabled.

Agreement-Generated Work Order Scopes

For preventative maintenance work orders (those generated using SM Generate PM Work Orders), this field is disabled and defaults based on the pricing method defined for the agreement service (in SM Work Schedule).

  • N - Non-Billable — Defaults for services with a pricing method of I-Included in Agreement or P-Periodic. All work associated with this scope will be included in the agreement or agreement service pricing.

  • T - Time and Material — Defaults for services with a pricing method of T-Time of Service and a method type of R-Rate Template. All work associated with this scope will be billed using the rate template defined for the agreement service.

  • F - Flat Price — This price method will default for services with a pricing method of T-Time of Service and a method type of F-Flate Rate.

For manually added work order scopes that reference an agreement, select the pricing method to use for determining billable rates for work completed:

  • N - Non-Billable — Select this option to include the work covered by this scope in the agreement price; no extra billing will occur.

  • T - Time and Material — Select this option to bill work covered by this scope separate from the agreement using a rate template. If you check the Agreement Rates box (to the right), the system will use the rate template assigned to the agreement (in SM Agreements). If you do not check the Agreement Rates box, the system will use the rate template specified for the work order scope.

  • F - Flat Price — Select this option to bill work covered by this scope separate from the agreement; all work covered by this scope will be included in the flat price designated to the right.

You can change the price method for a work order scope (manually added scopes only), as long as you have not billed any work completed lines that reference the scope; the system will automatically update the coverage and pricing for all related work completed lines accordingly. Once you bill one or more work completed lines, this field is disabled.

Agreement Rates

This field only displays for manually entered work order scopes where you specified an agreement and a Price Method of T-Time and Material.

Select this check box to use the rate template specified on the agreement.

Leave this check box unselected to use the rate template specified for the work order scope.

  • You can change the setting of this option for a work order scope (manually added only), as long as you have not billed any work completed lines that reference the scope. Once you bill one or more work completed lines, this field is disabled.

Note: If you change the setting of this option, the system will automatically update the coverage and pricing for all related work completed lines accordingly.
  • Work order scopes generated from an agreement service that have a pricing method of T-Time of Service and type of R-Rate Template will not display this check box; however, the system will use the rate template associated with the agreement service to calculate billable rates.

Price

Price field on the SM Work Orders form, Info tab, work order scope section.

This field only displays for customer work order scope with a Price Method of F-Flat Price.

Required.

Enter the price that will be charged for the work covered by this work order scope. All work completed lines associated with this work order scope will be included in this price and will show a billing rate/total billing of blank.

For Flat Price work order scopes generated from an agreement (via SM Generate PM Work Orders), this field is disabled, and defaults the flat price specified for the agreement service.

Phase

This field displays for job work orders only.

Enter the phase to which costs will be posted when capturing work completed for this work order sequence. Press F4 to select from a list of valid job or phase master phases.

This field initially defaults a value as follows:

  • If you did not enter a work scope in the Scope field, defaults as blank.

  • If you entered a work scope in the Scope field, defaults the phase assigned to the work scope in SM Work Scopes. May be overridden. If you did not assign a default phase to the work scope, this field defaults as blank.

Note: You are not initially required to enter a phase when adding sequences to a work order; however, you will be required to assign a phase before you can capture work completed.Locked Phases vs. Non-Locked Phases
  • Phases Locked - If the Phases on this job are locked box is checked (in JC Jobs) for the job specified on the work order, you must enter a phase that is set up for the job in JC Job Phases. If the phase is not set up for the job, you can press F5 from this field to access JC Job Phases. Once you add the phase and exit JC Job Phases, you can enter the phase here.

  • Phases not Locked - If the Phases on this job are locked box is unchecked (in JC Jobs) for the job specified on the work order, you can enter any phase from JC Job Phases or JC Phases, or any phase that matches the valid part of phase defined in JC Company Parameters.

For example, say the Number of valid characters in Phase code field is set to 8 (in JC Company Parameters). The JC Phases contains phases 03110-120 and 03110-140-. If you enter phase 03110-120-100, the system will allow it since the first 8 characters (bolded) match the first 8 characters of phase 03110-120-. However, if you enter phase 03110-130-, it will not be allowed, since the first 8 characters do not match any phase in JC Phases.

Note: If you select a phase that does not exist for the job, the system will add the phase (and the specified JC cost type) to the job once you enter a work completed line referencing this scope.

Derived

Select this check box to calculate the budget values (labor hours, cost total, pricing total, and profit) for the work order scope based on the detailed cost estimates from the Material, Equipment, and Labor tabs.

Note: If you have entered summarized cost estimates in SM Work Order Cost Detail (accessed via the Detail button), selecting this check box will not affect those entries.

Do not select this check box if you want to calculate budget values using the summarized cost estimates entered in SM Work Order Cost Detail (accessed by clicking the Detail button on the work order scope).

For detailed information about how the system updates the budget values, see About Work Order Scope Budgets.

Ready To Bill

The Ready to Bill check box on the SM Work Orders form, scope Info tab.

This check box only displays for work orders where you specify a Price Method of F-Flat Price or T-Time and Material .

  • Selecting Ready To Bill for Time and Material marks all line items as Ready to Bill for that scope

    Note: If the Ready To Bill check box is in an "indeterminate" state for Time and Material (meaning that it is neither selected nor unselected), this means that at least one work item line (but fewer than all) is marked as Ready to Bill
  • Selecting Ready To Bill for Flat Price provides you with a Partial Bill option, which gives you with an editable Amount field which allows you to bill less than the full amount (it defaults to the amount remaining to be billed). The related percentage field is also editable, and reflects the percentage of the figure in the Amount field, and vice versa.

    Note: If the Ready To Bill check box is in an "indeterminate" state for Flat Price (meaning that it is neither selected nor unselected), this means that the full amount is not billable (meaning the full amount has been adjusted to a partial amount in the Amount field or billing amount percentage fields.

Partial Bill

This check box only displays for work orders where you specify a Price Method of F-Flat Price and is only selectable if you have selected the Ready To Bill checkbox.

When you select Partial Bill, you are able to adjust both the amount in the Amount field (which defaults to the amount remaining to be billed) , and the billing amount percentage field (which reflects the percentage of the total ready-to-bill amount in the Price field).

Amount

This field only displays for work orders where you specify a Price Method of F-Flat Price and is only editable if you have selected both the Ready To Bill and Partial Bill checkboxes.

The amount in this field defaults to the amount remaining to be billed, and is adjustable when you select Partial Bill. The percentage of a the total price that you are billing is reflected in the billing amount percentage field.

Billing Amount Percentage

This field only displays for work orders where you specify a Price Method of F-Flat Price and is only editable if you have selected both the Ready To Bill and Partial Bill checkboxes.

The percentage in this field defaults to 100% of the ready-to-bill amount, and is adjustable when you select Partial Bill. The adjusted percentage amount is the percent amount that you are billing of the total price.

Customer PO

For customer work orders only.

Enter the PO number (provided by the customer) for this work order scope. Up to 30 characters allowed. Initially defaults as follows:

  • If this work order was generated from a work order quote, this field defaults the customer PO specified for the quote sequence. May be overridden.

  • If this work order was generated from an agreement, this field defaults the Customer PO specified for the agreement (in SM Agreements) and is disabled. If no customer PO was specified for the agreement, this field defaults as blank and is enabled.

  • If this work order is not associated with an agreement, this field defaults as blank.

Note: If the specified service site or customer requires a PO on all service work orders (i.e. Customer PO Override in SM Service Sites or Customer PO Setting in SM Customers is R-Required), and you do not enter a value here, the system will display a warning; however, the record will be saved. The system will display a second warning when billing work completed for this work order scope if no PO is assigned.

Insurance Code

For customer work orders only.

Enter the insurance code to use as a default on timecards referencing this work order scope (in PR Timecard Entry). Initially defaults the insurance code specified for the service site (in SM Service Sites). Press F4 for a list of valid insurance codes (from HQ Insurance Codes).

The system may use this code as the default insurance code on timecards referencing this work order in PR Timecard Entry, depending on how you set the Insurance Based on Phase or SM Work Order Scope checkbox in PR Company Parameters (Job Cost/Service Mgmt tab) and the Always Use Employee's Work/Resident Standard Insurance Code checkbox in PR Employees. If the work order is not assigned an insurance code, the system will use the employee’s insurance code (Ins Code field, PR Employees).

Note: For information about insurance code defaults for labor hours posted to job-related SM work orders, see the Ins Code F1 help in PR Timecard Entry.

Bill To

For customer work orders only.

Required.

Specify the AR customer to bill for work completed on this work order. This may be the site customer (specified above) or a different AR customer.

This field initially defaults the the "bill to" customer specified for this service site in SM Service Sites or for the customer in SM Customers. If no alternate bill to customer is defined at the service site or customer level, this field defaults the service site customer.

Note: This field is disabled for preventative maintenance work orders (generated via SM Generate PM Work Orders). However, it is enabled for scopes manually added to a preventative maintenance work order.

Rate Template

Enter the rate template (from SM Rate Templates) for this work order scope. Initially defaults the rate template as follows:

  • Customer Work Orders - Defaults the rate template from the service site or customer (if no rate template is assigned to the service site). If you did not assign a rate template to the service site or customer, this field defaults as blank.

  • Job Work Orders - Defaults the rate template from the service site or as blank if no rate template is assigned to the service site.

  • Auto-Generated Agreement Work Orders - For Time and Material price method only, defaults the rate template associated with the agreement service and is disabled. Cannot be changed.

  • Manually Added Agreement Work Orders - Defaults the rate template from the agreement or blank if no rate template is assigned to the agreement.

    Note: A rate template must be assigned to the agreement if you plan to use agreement rates for work completed (by selecting the Agreement Rates checkbox for the work order scope or the work completed line). If you did not assign a rate template to the agreement, you must leave the Agreement Rates box unchecked and enter a rate template here.

The rate template specified here will be used to determine billable rates for equipment, labor, inventory, and purchase lines associated with this work order scope.

Note: You are not required to enter a rate template in order to save the work order scope; however, you will need to assign a rate template in order to invoice billable work completed lines.
Note: For job work orders using the Markup Cost Method , the rate template is used to calculate the billable amounts that will be sent as costs to Job Cost. Therefore, you must assign a rate template to the scope before you can:
  • enter work completed in SM Work Orders

  • run PR Ledger Update for labor lines entered directly in Payroll

  • post an invoice batch for SM purchase orders or for miscellaneous lines entered directly in AP Transaction Entry

Conditions that control the display and disabling of this field

The following details the different conditions in which this field is hidden or displayed and disabled.

  • This field does not display for:

  • customer work orders with a Price Method of N - Non-Billable or F-Flat Price.

  • job work orders with a Costing Method of Actual Cost.

  • for work orders scopes generated from an agreement service where the Price Method is N - Non-Billable or F-Flat Price.

  • manually added work order scopes that reference an agreement and have a Price Method of N - Non-Billable.

  • manually added work order scopes that reference an agreement, have a Price Method of T-Time and Material, and have the Agreement Rates box checked.

    • This field displays, but is disabled:

  • for work orders scopes generated from a work order quote where the Price Method is T-Time and Materials. Defaults the rate template assigned to the quote sequence (in SM Work Order Quotes).

  • for work orders scopes generated from an agreement service where the Price Method is T-Time and Materials. Defaults the rate template assigned to the agreement service (in SM Service).

  • once you manually enter work completed for a customer work order or a job work order using a Cost Method of Markup.

Tax Source

This field only displays when the Price Method is T-Time and Material or F-Flat Price.

From the drop-down menu, select whether to default the tax code for work completed equipment, labor, miscellaneous, inventory, or purchase lines from the 0 - Service Center or the 1 - Service Site. The field initially defaults to 1-Service Site.

  • If this work order was generated from a work order quote, this field defaults the tax source specified for the quote sequence. May be overridden.

  • If the work order was generated from an agreement, this field defaults the tax source defined for the agreement service in SM Service.

  • If the work order was generated for a job site (instead of a customer site) the Tax Source is grayed-out and cannot be edited.

Note: In an instance where a work order does not have a service site, tax source information will default from the service center instead.

Tax Type

This field only displays for work order scopes with a Price Method of F-Flat Price .

Select the tax type for this scope, or leave blank if taxes are not applicable.

The default for this field is determined by the service site or service center (depending on the Tax Source field's setting):

  • For US companies, if the item is non-billable or a flat price, and there is a tax rate for the item—and the service center or service site is assigned a tax code—this field defaults as 2-Use. If no tax code is assigned, the tax type defaults as null.

  • For US companies, if the service center or service site is assigned a tax code, this field defaults as 1-Sales. If a tax code is not assigned, this field defaults as blank.

  • For Australian and Canadian companies (where SM company's AR company is set up with a Default Country of AU or CA in HQ Company Setup), the Tax Type defaults to 3-VAT.

Note: This field is disabled for flat price scopes generated from an agreement.

Tax Code

This field only displays when the Price Method is F-Flat Price.

If work covered by this work order scope is taxable, specify the tax code to use for determining the tax amount. Initially defaults as follows:

  • If this work order scope was added manually, this field defaults the tax code assigned to the Service Site or Service Center, depending on the Tax Source specified to the left. If no tax code is specified for the service site or service center, this field defaults as blank. May be overridden.

  • If a Use Tax Code has been entered on either SM Service Centers or SM Services Sites, the tax code will default in the Tax Code field of the Work Order line.

  • If this work order was generated from a work order quote, this field defaults the tax code specified for the quote sequence. May be overridden.

  • If this work order was generated from an agreement, this field is disabled. Defaults the tax code assigned to the Service Site or Service Center, depending on the Tax Source specified to the left. If no tax code is specified for the service site or service center, this field defaults as blank.

Note: Once you enter a tax code, the system calculates a Tax Amount (shown below this field) based on the taxable split revenue amounts (defined in SM Flat Price Revenue). See the Tax Amount F1 help for more information.

Tax Amount

This field only displays when the Price Method is F-Flat Price.

Display only, the estimated tax amount for this work order scope sequence (if applicable). The system calculates this amount based on the taxable split revenue sequence amounts and the tax rate for the specified tax code. For example, say the work order scope price is 5,000.00. You have 3 split revenue sequences:

Because only $2,500.00 of the revenue amount is flagged as taxable, the system will calculate tax only on the $2,500.00, not the total flat price of $5,000.00.

Note: When you generate an invoice that includes a taxable flat price scope, the system recalculates the tax amount for the scope based on the tax rate applicable at the time of billing. If it differs from the amount originally calculated for the flat price scope, this field is updated accordingly.

Not to Exceed

This field only displays if the Price Method is T-Time and Material.

Optional.

Enter the billable limit for this work order scope. You will only enter a value here if work completed equipment, labor, parts (stocked and purchased), and miscellaneous charges posted to this work order scope should not exceed a specified amount.

  • This field is disabled for work order scopes that were generated from a Time and Material work order quote sequence. Defaults the value from the quote sequence, if applicable.

  • Entry in this field is informational only. You will typically enter a value here if work completed lines posted to this work order scope should not exceed a specified amount; however, the amount specified here will not be used to validate total billable amounts on work completed lines.

Task

Enter N or + to add a new task. The system automatically assigns the next available sequence number.

Note: For work orders generated from an agreement (via SM Generate PM Work Orders) or work order quote (in SM Work Order Quotes), this field defaults from the agreement service or work order quote task and is disabled.

Standard Task

Enter the standard task associated with this task sequence. Press F4 for a list of valid standard tasks.

Leave this field blank if this task is not associated with a standard task.

Note: For work orders generated from an agreement (via SM Generate PM Work Orders) or work order quote (in SM Work Order Quotes), this field defaults from the agreement service or work order quote task and is disabled.

Task Name

Required.

Enter a name for the task, up to 60 characters. If you specified a standard task for this task, the field defaults the task name from SM Standard Tasks. Overriding the task name here will not affect the standard task name.

Note: For work orders generated from an agreement (via SM Generate PM Work Orders) or quote (in SM Work Order Quotes), this field defaults from the service or quote task and is disabled.

Task Description

Enter a description of this task (character allowance is virtually unlimited). If you specified a standard task for this task, the field defaults the description from SM Standard Tasks.

Note: For work orders generated from an agreement (via SM Generate PM Work Orders) or quote (in SM Work Order Quotes), this field defaults from the service or quote task and is disabled.

Completed

Select this check box to mark this work order scope task completed.

Leave this check box unselected if you have not completed this work order scope task.

Note: This checkbox is informational only; it does not affect related material, equipment, labor requirements, nor does it affect work completed miscellaneous lines generated from a standard task associated with the task.
Note: Once you close the work order scope, this field is disabled and cannot be changed.

Serviceable Item

Enter the serviceable item to which this task applies. Press F4 for a list of serviceable items for the service site associated with the work order quote or work order.

Tip: You can set up a serviceable item on the fly by pressing F5 from this field. Once set up, you can reference the serviceable item here.

Leave this field blank if this task is not associated with a serviceable item.

Note: For work orders generated from an agreement (via SM Generate PM Work Orders) or quote (in SM Work Order Quotes), this field defaults from the service or quote task and is disabled.

Class

Required if you will be specifying an equipment type in the Type field.

Enter the class of equipment to which this task applies. Press F4 for a list of valid classes.

Leave this field blank if this task does not apply to a piece of equipment.

Note: This field is disabled if:
  • you entered a serviceable item for this task. Defaults from SM Serviceable Items.

  • this task is for a work order scope generated from an agreement (via SM Generate PM Work Orders) or a quote (in SM Work Order Quotes). Defaults from the agreement service or quote sequence.

Type

Entry in this field requires that you first enter the equipment class in the Class field.

Enter the equipment type. Press F4 for a list of valid equipment types for the specified equipment class.

Leave blank if this task does not apply to a piece of equipment.

Note: This field is disabled if:
  • you entered a serviceable item for this task. Defaults from SM Serviceable Items.

  • this task is for a work order scope generated from an agreement (via SM Generate PM Work Orders) or a quote (in SM Work Order Quotes). Defaults from the agreement service or quote sequence.

Manufacturer

Enter the manufacturer for the specified equipment class/type, up to 20 characters. Leave blank if you do not know this information or if this task does not apply to a piece of equipment.

Note: This field is disabled if:
  • you entered a serviceable item for this task. Defaults from SM Serviceable Items.

  • this task is for a work order scope generated from an agreement (via SM Generate PM Work Orders) or a quote (in SM Work Order Quotes). Defaults from the agreement service or quote sequence.

Model

Enter the model number for the specified equipment class/type, up to 60 characters. Leave blank if you do not know this information or if this task does not apply to a piece of equipment.

Note: This field is disabled if:
  • you entered a serviceable item for this task. Defaults from SM Serviceable Items.

  • this task is for a work order scope generated from an agreement (via SM Generate PM Work Orders) or a quote (in SM Work Order Quotes). Defaults from the agreement service or quote sequence.

Serial Number

Enter the serial number for the specified equipment class/type, up to 60 characters. Leave blank if you do not know this information or if this task does not apply to a piece of equipment.

Note: This field is disabled if:
  • you entered a serviceable item for this task. Defaults from SM Serviceable Items.

  • this task is for a work order scope generated from an agreement (via SM Generate PM Work Orders) or a quote (in SM Work Order Quotes). Defaults from the agreement service or quote sequence.