Booking vendor hours for work orders
Record the number of hours that vendors worked for each work order activity. You may book vendor hours before closing work orders or until a specified number of days after closing work orders.
Hours cannot be booked against work orders with a system status of Q (Work Request) or work orders that are part of a scheduling session.
The setting of the COMDAYS installation parameter indicates the number of days you can book hours after a work order is completed. If the number of days between the completion date of the work order and the current system date is greater than the value specified for COMDAYS, you are not allowed to book hours for a work order.
To book vendor hours for work orders:
- Select Work > Work Orders.
- Select the work order for which to book vendor hours, and then click the Book Vendor Hours tab.
- Click Add Vendor Time.
-
Specify this information:
- PO-Line
- Specify the PO-line for which to book vendor hours. The
system automatically populates the purchase order description,
Type,
Ordered, and
Received To Date to
correspond with the selected purchase order line item.
Depending on the Type of the purchase order line, the system also automatically populates or protects the following additional fields.
If Type is ST (Hours from service), the system automatically populates Activity-Trade, Act. Estimated Hours, and Act. Hours Remaining. The system automatically protects % Received and Received. The system automatically populates Rate based on the selected PO-Line. You may modify Date Worked and Hours Worked as necessary.
If Type is ST (Hours from service) and the work order is a multiple equipment work order, the system protects and populates Equipment, Equipment Org., and Related Work Order from the selected PO-Line.
If Type is SF (Fixed price), the system automatically populates Activity-Trade, Act. Estimated Hours, and Act. Hours Remaining. The system automatically clears and protects Hours Worked and Rate. The system automatically populates Received based on the selected PO-Line. You may modify Date Worked, % Received, and Received as necessary.
If Type is SF (Fixed price) and the work order is a multiple equipment work order, the system protects and populates Equipment, Equipment Org., and Related Work Order from the selected PO-Line.
If Type is SH (Contractor hire), the system automatically clears and protects % Received, Received, and Rate. The system automatically populates Received based on the selected PO-Line. You may modify Date Worked, Hours Worked, and Activity-Trade as necessary.
If Type is SH (Contractor hire) and the work order is a multiple equipment work order, the system enables Equipment and it is required. The system automatically selects All Equipment for Equipment, and protects Equipment Org. and Related Work Order. If you select WO Header Equipment for Equipment, the system populates Related Work Order with the selected work order. If you select a specific Equipment, then the system populates Equipment Org. and Related Work Order from the selected Equipment.
- Employee
- Specify the personnel performing the work for which to book
vendor hours. The system automatically populates the employee description in
the adjacent field.
Note: The setting of the BOOPLAN installation parameter determines the manner in which the system populates information from employee records and activity-trade records for booked hours.
- Date Worked
- Specify the date the hours were worked.
- Type of Hours
- Specify the type of hours worked (e.g., normal rate, overtime rate, etc.).
- Hours Worked
- Specify the number of hours spent performing the work.
If you enter a positive value for Hours Worked, the system populates Start Time and End Time. If you enter a negative value or delete the Hours Worked, then the system clears Start Time and End Time.
Note: You can only book vendor labor hours against an MEC work order from the parent multiple equipment work order.
- Rate
- Specify the hourly pay rate for the vendor performing the work.
- Units
- Specify the quantity of the task being ordered. For example,
if you entered 3 hours as the
Estimated Hours for
the
Task, then the 3
hours represents one unit.
If no value is entered for Hours Worked, then the system calculates the Hours Worked based on the Units entered as follows:
If Type is SH and you enter a value for Units, the system populates Hours Worked based on the following equation:
Hours Worked = (Units/Act. Units) x Act. Estimated Hours
If Type is SF and you enter a value for Units, then the system populates Hours Worked based on the following equation:
Hours Worked : Received = (Units/Act. Units) x Ordered
Enter the scheduled Start Time and End Time of the work order activity.
- Activity-Trade
- Select the activity-trade performing the work for which to
book vendor hours.
The system automatically populates Act. Units and the corresponding unit of measure, Act. Estimated Hours, Act. Hours Remaining, Department, and Trade.
- Equipment
- Specify one of the following options if the work order is a
multiple equipment work order:
- All Equipment
- Select
All Equipment
to evenly split the booked vendor hours to each equipment record on the work
order for the selected work order and activity. Upon saving the transaction,
the system creates labor booking records and applies them to each related work
order and selected activity. The system divides the number entered for
Hours Worked
by the number of equipment records added on the
Equipment page to determine the
booked labor to apply to each equipment. The
Rate
applicable to the multiple equipment work order is also applied to all of the
MEC work orders.
Note: Equipment is populated with All Equipment if the Type is SH, otherwise the system populates Equipment from the associated PO-Line.
The system automatically applies any remainder of the Hours Worked to the last equipment record on the Equipment tab of the Work Orders page.
If you select All Equipment for Equipment and at least one of the related work orders has a Completed status (or equivalent user status), the system displays a message enabling you to select whether to split the labor hours against only equipment with open related work orders or against all equipment, regardless of whether the related work orders are Open or Completed (or their user-status equivalents).
Also, the system disregards the setting of the COMDAYS installation parameter when posting labor booking transactions on related work orders if you select All Equipment.
- WO Header Equipment
- Select
WO Header
Equipment to distribute the booked vendor hours to the selected
Work Order
only.
Enter a specific Equipment record to distribute the booked vendor hours to the selected Equipment and the corresponding Related Work Order only.
Note: Although Equipment is only editable when the Type is SH, the system still distributes costs for the booked vendor hours to the Equipment populated from the PO-Line for Type SF and ST.If you are making corrections to booked labor for a multiple equipment work order and you select All Equipment or a specific equipment record for Equipment, the system also splits the booked hours and applies the correction to all the equipment on the work order or the selected equipment.
See Adding equipment to work orders to split work order costs.
- % Received
- Specify the percentage of time received. You may only enter
this percentage if the
Type is SF (Fixed
price).
When you enter a value for % Received, Received is populated based on the following equation:
Received = (% Received/100) x Ordered
Note: If the % Received value results in a Received value that exceeds the fixed price of the referenced purchase order (or the remaining balance thereof), a warning message is displayed. Click Yes to continue and save the changes or click No to continue without saving.- Received
- Specify the value of time received.
- Click Submit.