Work Orders
The work orders represent the maintenance activities. We use the work orders to plan our activities and record the cost associated with the maintenance.
Manual Creation of Work Order
When identifying maintenance work that needs to be carried out, the user can create a work order manually.
Step 1: Search for Plants and click on the shortcut from the dropdown list.
Step 2: Double click on the plant record to open the Plant Card.
Step 3: Scroll down to the Work Procedures tab, select the work procedure you want to create a work order.
Step 4: Click on Work Procedure menu in the Work Procedures ribbon and click Create Job/Job Task.
- Step 5: Open the work order by either clicking on Job Tasks on the Plant Card ribbon or by searching for Job Tasks.
- Step 6: Select the job task created and click on Job Task Card on the ribbon.
23 Job Task Card
- Step 7: After the Job Task (Work Order) has been created, edit the project planning line as applicable to reflect the budget for that work order.
24 Project Planning Lines
A budget can be created manually by creating a job planning line for each item, resources and expense (G/L Account) that is expected to be used to carry out the maintenance.
If a Work Procedure was selected on the Job Task, the budget of this Work Procedure would have been copied to the Project Planning Lines.
Plant Maintenance Planning Worksheet
In case of planned preventative maintenance, the system can suggest work orders based on the planning parameters set on the work procedures that are assigned to the Plants.
Step 1: Search for Plant Planning Line and click on the shortcut from the dropdown list.
Step 2: Click on Create Maint. Planning Lines on the ribbon. Fill in the Start Date, End Date. To limit the number of planning lines to be suggested you can filter on the Plant No. and Work Procedure Code.
25 Create Maint. Planning Lines
- Step 3: Click OK to suggest the lines.
26 Plant Maint. Plan Wksh
The system will suggest the next planning dates for the planned maintenance based on the planning parameter in the work procedures and the last finished date in the job task for that work procedure for each plant.
- Step 4: Click on Create Job / Job Tasks on the ribbon to create the work orders for all lines from the worksheet.
Allocate Resources
When the Work Order is created, it is time to allocate the resources that you have available to work orders. In the Plant Maintenance > Planning > Job Resource Allocation we can do exactly that.
27 Job Task Resource Allocation
In the top half of the screen we can see all the Work Orders that have not yet been finished. In the bottom half we can see all resources. Based on the active line in the top screen (the active line is the line that has the black arrow in front of the line), the information in the bottom half is showing whether the resources are skilled fpr this planned Maintenance and /or in the same zone as the plant.
Also in the bottom half, you can see per resource the number of hours already allocated to Work Orders.
Purchase Against Work Order
As part of the Work Order, parts that are not held in stock or work performed by subcontractors may be required. For this we need to raise a Purchase Order to get the parts in or book the time for the subcontractors.
Step 1: Search for Job Task and click on the shortcut from the dropdown list.
Step 2: Click on the job task line to view the planning lines.
Step 3: Click on Project Task in the ribbon and select Project Planning Lines.
28 Job Task Lines
- Step 4: Select the line, scroll to the right and tick the Purch. To Order tick box and enter the vendor no.
29 Project Planning Lines Purch to Order
If on the Job Planning Line, the Purch. To Order field is ticked, the line can be copied to the Requisition Worksheet. Details regarding the Cost, Unit of Measure, Quanity and Vendor No. are copied from here to the requisition worksheet or alternatively completed in the Requisition Worksheet before creating a purchase order.
These details can also be stored in the Work Procedure. So when the work order is created from a work procedure the information regarding Unit Cost, Quantity, Vendor No. etc. is already there.
Step 5: Search for Requisition Worksheet and select on the shortcut from the dropdown list.
Step 6: From the Requisition Worksheet select Get Job Planning Lines in the ribbon.
30 Req. Worksheet
- Step 7: In the request page that comes up you can narrow the requisition proposals by applying the filter to a particular Work Order (Job / Job Task), Type, No. and Vendor No.
31 Get Job Planning Lines
Step 8: Click OK to suggest the lines.
Step 9: Review and update the lines inserted on the worksheet as applicable.
Step 10: Click on Carry Out Action Message to create the purchase orders.
Print Job Card
From the Plant Card, or from the Job Task (Work Order), you can print the Job Card.
32 Job Task Card
The print will show the work instructions for the Work Procedure, the budget, the skills required and depending on the setup on the Job Posting Group it shows the possible fault codes that needs to be reported upon.
33 Work Order
Consumption of Inventory / Man-hours
The posting of the purchase invoice for the purchase order created for a job books the cost straight to the job task (work order). The rest of the cost, i.e. resource manhours and inventory items issued to the job, are recorded separately. This is done by posting a Job Journal. The Job Journal takes the inventory items out of stock and records the hours for a resource. The cost is also recorded against the Work Order.
34 Project Journal
Record the usage of items (that were not on a purchase order created from the Work Order). The hours spent by the Resource can be recorded here as well.
NOTE: Whether the cost of the Resource is only booked in the Work Order (sub ledger) or also to the G/L is optional in the Job Posting Group. Usually, the cost of the resource posted to the Profit & Loss is triggered by another event, i.e. the payroll.
However, you may choose to post the cost of the Resource to the G/L on posting the Job Journal. The G/L account set up in the Job Posting Group will then need to be cleared as part of the Payroll Journal to avoid booking this cost twice.
35 Job Posting Groups
Finished Work Order
When the maintenance has been completed, the Job Task needs to be marked as complete. The marking of the Job Task as complete will result in the following:
No additional cost can be posted to this Job Taks
On the Plant Card the Job Task is removed from the Job Task Tab and moved to the Competed Job Task Tab
If the Plant is linked to a Fixed Asset, then a general journal is posted using the Maintenance Expense Account and the Maintenance Bal. Account from the FA Posting Group of the Fixed Asset. The Fixed Asset Maintenance register is also updated with the total cost associated with this Job Task.
36 Job Task Card
To mark the Job Task as complete, fill in the “Finished Date” and tick the “Job Task Completed” box.