Close Out

Overview - Closing Work Items

Pgm: PRMCLSWI – Closeout Work Orders; standard Treeview path: Preventive Maintenance > Work Orders > Print Work Orders

Use this screen to mark work items as closed.

Selection Criteria – Section

Select a work item type from Equipment, General Ledger, or Job Costing. Depending on the work item type, the titles on the next two fields will vary as follows:

For “Equipment”, the remaining fields Class and Equipment are optional. Enter a class to limit the list to work items performed on a single class of equipment. Enter an equipment code to limit the list to work items performed on a single piece of equipment.
For “General Ledger”, the remaining fields are Company and Department. Company is required; department is optional.
For “Job Costing”, the remaining fields are Company and Job. Company is required; job is optional.

Work Order

To list the details of a single work order, enter a work order code.

Open Work Items Only – Checkbox

This checkbox can be unchecked to allow the user to see and reopen closed work items.

Work Items – Section

This section contains a list of work items based on the selection criteria specified in the above section. The heading on the first column, as well as the prompt on the description at the bottom of the block, change depending on the type that was selected in the Selection Criteria section. None of the information displayed can be updated except for the ‘Closed’ checkbox.

Equipment/Department/Job Code

Depending on the type of work items being displayed, this is the target code of the work items. The corresponding description for the current row is displayed at the bottom of the block.

Work Order Code

The work order to which this work item belongs.

Seq.

The line number of the work item within the work order.

Task

The task, if any, associated with the work item.

Work Item Title

The name of the work item.

Closed – Checkbox

If the work item is closed, this box will be checked.

[Reopen] – Button

Click this button to reopen a closed work item.

[Close Work Order] – Button

Click this button to close the work order.

The Costs field at the bottom right shows how the current work item is to be costed.

The [Attachment] and [Notes] buttons function the same way as in the Setup > Review Generated Work Items screen. Use them to incorporate documents created during the maintenance operation or record comments on what was done.

[Add Work Item] – Button

The [Add Work Item] button is used to record additional work that was found to be necessary during the execution of a work order.
Additional work item(s) can be added to the work order using the pop-up screen.

[Close Detail] – Button

Pgm: PRMWICLO: Work Item Close-Out Detail

The [Close Detail] button is used to enter detailed actuals, including costs, for the current work item.

In this window, update some of the general information about the work item and enter actual values for the costs.

Closing Details General – Tab

Pgm: PRMWICLO – Work Item Close-Out Details - General tab

On the General tab:

Enter or modify the Date Completed, Comments, and the four user-defined work classifiers fields.
The Description tab allows the user to enter and view the description for this work item.
The [Retrieve Budget] button sets the actual costs equal to the original budget. Then use the other tabs to modify these costs. Before the budget replaces the cost the user will be warned that this may wipe out existing data and given a chance to cancel the update.
The [Accumulators] button allows the user to update the accumulator values to the values at the time the maintenance was performed.

The remaining tabs, except for the Offset tab, are similar to those used to enter budgets. Please see the [Budget] – Button section of this guide for more details.

Offsetting Cost Distributions

The Offset tab is used to enter the GL transaction to balance the cost transactions. It contains the following information:

Type

The distribution types are G, J, or E. This value determines the headings of the subsequent columns.

Company

Company Code.

Job/Department/Equipment

The job, department, or equipment to be credited with the offset. If the type is “G”, this will show department codes. If the type is “J”, it will show job codes, and if the type is “E”, it will show equipment codes.

Cost/Account/Category

The cost code, GL account, or category code to be credited with the offset amount.

Category/Transaction

This field is only enabled if the type is set to “J” or “E”. Enter the category or transaction code.

Quantity

This field is only enabled if the type is set to “J” or “E”. Enter the quantity.

This field is only enabled if the type is set to “J” or “E”. Enter the weight measurement code.

Credit Amount

The amount of the offset.

[Create Cost/Cat] – Button

This will become available for job type tasks when the job category allocated to the expense is not assigned to the phase used in the budget.

The [Default Offset] button sets the offset to credit the entire cost to the department and account specified on the company control file. If the user tries to close the work item without setting the offset correctly the defaults will also be used to automatically balance the transaction.

The [Close Work Item] button commits the changes and closes the work item, returning the user to the list of work items.