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Creating and Managing SM Work Orders

SM Work Orders creates customer and/or job service work orders. You can enter a minimal header so the order can be scheduled quickly, then add more data later. The form also schedules trips, tasks, and required resources (material, equipment, labor), captures and bills work completed, and creates purchase orders. Work completed updates PR timecards, EM usage, inventory, and/or POs, and drives billable amounts.

Trimble form: SM Work Orders Form. Primary create procedure: Enter Customer SM Work Orders (parallel: Enter Job SM Work Orders).

Before you start​

  • Customer procedure: steps marked Required are needed to save. Everything else can wait.
  • Customer must exist in SM Customers (and AR). Inactive AR customer cannot save. AR on hold: message, entry allowed.
  • Service site required (F4). Customer defaults from the site and cannot be changed or deleted. New site: F5 to SM Service Sites; on the fly only site + owner are required.
  • Job WOs: hard/soft-closed job blocks save if JC “Allow Posting to Hard/Soft-Closed Jobs” is unchecked.
  • Rate templates ready when using Time and Material.

Steps (customer WO — save)​

  1. Open SM Work Orders.
  2. Enter Work Order — accept the default or enter a number (0–2,147,483,647, or N / New / + for next unused number after Next Work Order Number in SM Company Parameters).
  3. Enter Site (service site). Type (C-Customer / J-Job) is enabled only until Site is chosen, then locks to the site type.
  4. Enter Center (service center that will do the work; defaults from site or customer). Customer procedure marks Center Required to save; field defs say Center is not initially required to add a WO but is required before capture of work completed or invoices. If the WO has an agreement, Center is disabled.
  5. Save. Save auto-creates one scope (rate template and bill-to default). F3 scope overrides or required-value validation can block that auto-save until fixed.

Optional header (can wait)​

  • Description; PR State / PR Local Code; Lead Tech; Reviewer; site contact; Requested By (name/phone/date/time; date/time default now; caller from SM Call Handler can default).
  • Certified Payroll + Start Date for Certifieds (customer/non-job display); Craft Template (customer; defaults from site; PR pay-rate defaults for hours on this WO).
  • Lead Tech blank → first trip’s technician, else first technician on any trip. PM-generated WOs default Assigned Tech on the agreement service, else site primary tech.
  • Reviewer blank falls back to site → customer → division → service center.
  • Header Ready To Bill: reviewer-only; marks all scopes/items; indeterminate if any scope is not ready.

Job WO extras​

  • Job display-only from site.
  • Costing Method (required; defaults from site): Actual Cost (total billable = actual cost to JC) or Markup (cost + markup via rate template sent to JC as cost). Labor hits JC after PR Ledger Update; purchase after AP pay. Locked once work completed starts.

Scope Info​

  • Seq: N/New/+; first scope auto-added and Seq skipped.
  • Scope from SM Work Scopes; quote-generated defaults from quote sequence, overridable.
  • Call Type from SM Call Types. Manual WO defaults blank. Call Handler / quote / agreement PM can seed it. Not required to add scopes or enter work completed; required before the scope can be closed. Agreement WOs: call type disabled. Changing later (except agreement) can move cost/revenue accounts if WIP or SM Department overrides exist.
  • Division, Priority, Scope Detail, Due By / Within (informational; SM Work Centers overdue hot list). PM due dates cannot be changed.
  • Price Method (customer only): N Non-Billable (forced if site is non-billable), T Time and Material (rate template; default if site is billable), F Flat Price (must split revenue by cost type via SM Flat Price Revenue). Quote/PM-generated can disable this.
  • Phase (job only) — required before work completed on job WOs.
  • Bill To (customer only) — required before work completed on customer WOs. Disabled on PM WOs; enabled on scopes added manually to a PM WO.
  • Tax Source (customer): 0-Service Center or 1-Service Site. Tax Type defaults 1-Sales (US) or 3-VAT (AU/CA) when the source has a tax code; Use tax is US companies only.

Site change​

Allowed only if no billings, WO not from quote or agreement, and all work-completed lines are Provisional. Then customer/job, contacts (requested-by kept), center, division (cleared if invalid), pricing, bill-to/rate template/tax (customer only), agreement info dropped if new site is a job, standard charges replaced, phases dropped if not valid on the new job.

Hard rules​

  • Inactive customer or disallowed closed job blocks save.
  • Call type blank is OK until close.
  • Service site cannot change after billing, quote/agreement origin, or non-provisional work completed.
  • Changing Center after costs/billings exist may need GL adjustments if accounts differ.
  • F5 site/contact setup is partial (owner only / HQ Contacts not auto-attached as SM customer/site contacts).
  • Trips: schedule via the form; dedicated procedure is Set up a Trip via SM Work Orders. Lead Tech can come from the first trip.

Notes​

  • Related: Enter Job SM Work Orders; Enter Flat Price Revenue; Required Tasks / Resources; Set up a Trip via SM Work Orders; About Entering an SM Purchase Order; About Capturing Work Completed; Work Order Review Process; SM Invoice Review; Ready To Bill; closing/reopening (see Closing SM Work Orders).