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Editing EM Work Orders

EM Work Order Edit creates and maintains equipment work orders (scheduled maintenance and unscheduled repairs). Open it from EM Programs, or use Edit WO on EM Work Order Update. Costs post later through AP (outside repairs and purchased parts), EM Cost Adjustments (stocked parts), and EM or PR timecards (labor) — not when you save the WO.

Before you start​

  • EM Work Order Status Codes exist, and one Beginning WO Status is set in EM Company Parameters. New work orders get that status.
  • EM Work Order Parts Status exists, with Beginning Parts Status set in EM Company Parameters.
  • EM Work Order Repair Types exist.
  • For scheduled create from PM: standard maintenance groups and Standard Maintenance Group Options in EM Company Parameters.
  • Auto-numbering (optional): Auto Sequence Work Order # and Last Work Order Option (EM Company vs Shop). Shop option needs Last WO # on the shop in EM Shops or auto-number fails and you type the WO number.
  • Mechanics come from PR Employees / PR Co. Parts come from IN Co / IN Location (defaults from company parameters on initialize).

Create scheduled WOs (EM Work Order Initialize)​

Use EM Work Order Initialize to list equipment due and create WOs for a job/location, category, or maint-group range. (One Creating Work Orders step labels the form SM Work Order Initialize; the intro and related topic say EM Work Order Initialize.)

  1. Enter WO Date (creation date on generated WOs), Days in Advance, and Variances in Advance (all required).
  2. Set filters under Select Equipment Matching Following Criteria (blank = all), then Refresh.
  3. The grid checks Create on groups and Initialize on Items Due. Clear Create to drop a group (and its items). Clear Initialize to drop items.
  4. Set defaults under Create Work Orders (shop override, PR Co/Mechanic, IN Co/Location, Due, Schedule, Repair Code, and Beginning WO if auto-sequence is off).
  5. Select Create WOs. New WOs appear under Work Orders Created. Description defaults like Auto-Init WO -MM/DD/YYYY. Create skips a group that already has an open WO. Linked groups outside the filter range are still included.

Days in Advance covers time-scheduled groups not already on an open WO with at least one item due in the window. Null Last Done Date with a time interval = due; null Last Done with no time interval = due only when Hours/Miles/Gallons are met. Variances (0–32,767) are a multiple of the warning interval. Components on a maint group initialize as items on the primary equipment’s WO, not separate WOs.

Edit a work order (EM Work Order Edit)​

Scheduled WOs can come from Initialize, File > Initialize WO Item from Std Maint Group, or manual group + item. Unscheduled WOs are manual only.

  1. Open EM Work Order Edit.
  2. Options > Show All Work Orders: checked loads open and complete; unchecked loads only WOs with one or more open items. F4 and form load then hide completed WOs, so do not use F4/grid to pick the next number. The form-level override lasts only while the form is open; the default is the checkbox in EM Company Parameters.
  3. Enter or generate WO # (up to 10 characters if not auto-seq; use N, New, or + when auto-seq). Company option uses Last Company W.O. #. Shop option: Equipment and Shop in Auto Seq Work Order by Shop (shop defaults from EM Equipment); shop option disables the grid (header only).
  4. Enter Equipment. You cannot change Equipment if items already exist. Active/inactive warranty shows in red above Warranties (opens EM Warranties). Other open WOs show under Work Orders (opens EM Work Order Display).
  5. Use Std Maint Group Notes (from initialize; double-click Notes to edit; later group-header notes do not flow in) vs Notes (this WO only).
  6. Add or open an Item (N / New / +): Description, Component (must exist on EM Equipment), Comp Type (changing type requires a matching component before save), Std Maint Group / Item, PR Co, Mechanic, Cost Code (override only if company parameters allow cost-code changes when posting WOs), Status (defaults Beginning WO Status; cannot be a Final type — Final is only via EM Work Order Update), Repair Type (from maint item, else company parameters), Priority.
  7. Detail: Repair Code (up to 10, informational, not validated); HQ Part Code + Serial No. (up to 20); Created / Due / Scheduled (default from header); Work Performed In-House or Outside (Outside cost type defaults Outside Repair Cost Type on the Work Orders tab); Est Hours only if in-house; Quote only if outside.
  8. Parts tab is planning only (prints on the WO; IN can flag not-in-stock). Post quantities/price on EM WO Parts Posting. Check Required or posting quantities default 0.00. Parts Status defaults Beginning Parts Status. Cross-reference to a std maint item is what resets the schedule when work completes. One WO can mix maint groups; unfinished items stay on scheduled reports if you close the rest.
  9. Save.

Complete items (EM Work Order Update)​

  1. Open EM Work Order Update (F4 for WO). All items show in the grid.
  2. You can always change mechanic, status, and repair type.
  3. Date Completed, Curr Odo, and Curr Hours enable only when status type is Final. Date Completed defaults today and updates Last Done Date in EM Standard Maintenance Groups. Curr Odo defaults 0.00; hours/odo update Last Done Hours/Miles — not EM Equipment meters. A reading over the last value warns but is allowed; fix the equipment meter on EM Meter Readings.
  4. Changing mechanic, repair type, or completion date on an item already Final warns but is allowed.
  5. Update All opens EM Work Order Item Update to set the same mechanic / repair type / status on every item (Final also allows completion date, current odometer, current hours). Mixed items with and without components: message “Mixed WO Items. Cannot update Equipment and Component Meters”; date still allowed; Curr Odo / Curr Hours disabled.

Status types on EM Work Order Status Codes: Normal (beginning/in progress); Final (completion; items eligible for deletion); Parts (show on Parts reports).

Post parts (EM Work Order Parts Posting)​

Open from EM Programs or Post Parts on EM Work Order Update. Initialize via File > Initialize Parts From Work Order (each part = its own sequence) or type parts.

  • If parts status is on order or out of stock, leave units 0.00 so GL is not updated; enter units when the part arrives.
  • Units default 0.00, not Qty Needed. UM/price come from HQ Materials or IN Location (stocked) and are editable.
  • Cost Code only if Allow Cost Code Change (Work Order tab). Cost Type defaults Parts Cost Type. Tax Code only if Use Tax on Materials (Parts tab); tax calculates at batch post.
  • Current Odometer / Current Hours on this form can update EM Equipment at install time, depending on the cost-adjustments/parts option on EM Company Parameters Updates tab.
  • Parts planned on the WO do not have to match what you post; you need not edit the WO if parts differ.

Labor​

  • EM Maintenance Timecard Entry (EM Programs or Time Cards on Work Order Update): costs to EM and GL only. Rate is EM Fixed Rate on the employee in PR Employees. Does not update PR mechanics’ timecards. EM Type Equip-Equipment = work not on a WO; WO-Work Order = work on a specific WO.
  • PR Timecard Entry with Type M-Mechanic: hits payroll. Use M only to charge equipment; job/overhead time stays a job timecard. Enter WO and WO Item when charging a work order, then process and post the batch.

Notes​