Located beneath each work order form (detail view) is the section to add charges to the work order, called Work Order Charges . These charges can be defined in several ways: Parts, Labor, and a general Misc charge. When several charges are made against the same work order, each type is grouped and subtotaled by category.
To add a charge, click the corresponding Add button. These buttons include Add Parts, Add labor, Add Misc, and Add Quick .
NOTE: Work orders with charges cannot be deleted. However, the system will allow you to mark Charges for deletion if you have the user permissions to do so. If you want to delete them permanently from the system, you will need to access the “Remove Deleted Records” screen.
Parts
A Parts charge uses the Inventory file to validate the item number and populate the related information into the form.
Select the part using the folder lookup located next to the Item No field. The Item Cost and On Hand are pulled from the Inventory file when the part is selected. Please note the Qty . (quantity) used cannot exceed the On Hand value of the part (Unless the field on the Inventory table called Allow charges if on-hand is zero? is set to True) .
Add any additional information such as the account number or an item cost adjustment. This part can also be added to the Asset's Related Parts section by checking the Update Asset parts list . Click Save Entry to save the charge to the work order and remain on that screen, or Save and Return to save the charge and exit the parts charge screen, returning to the work order.
Labor
The Labor charge page uses the Contacts file to assign labor charges easily.
Begin by choosing the contact using the Category and Full Name fields. The Category field will filter the available contacts according to their assigned category. Next, choose the contact from the Full Name list. The Hourly Rate($)/ Unitcost will pull over from the contact record if present. If you need more information about the contact you have chosen, click the contact icon to the right of Full Name field's drop-down list.
The Start Time and Stop Time fields are optional fields which can be used to calculate the quantity of the labor. The calendar shown below allows you to select the date and choose the time upon which the system will calculate the quantity of time worked.
If you choose not to use the Start time and Stop time fields, enter the hours worked by the contact in the Qty field.
The remaining fields, Sub-Category, Acct_no, and Comment can be used to track more information but is not necessary to record the charge.
Misc Charges
Misc. Charges are used to track charges for items or contacts that do not have a record in the system. An example of this is a person who is contracted to do a single job or the purchase of a part/consumable that you don’t usually need, but needed to buy only for that WO.
Please be aware that items or contacts used in this manner will not have a history file. It may be beneficial to create a record using the Labor or Parts charge option instead.
Use the fields on the Misc. Charges form to describe the charge. Click the Save and Return button to save the charge and return to the work order. Click the Save and continue button to save the charge and reload a new, blank charge form. Click the Cancel button to return to the work order without saving the charge.
TIP: If you are not using eMaint to track your parts inventory but still want to track parts charges on work orders, you can use the Misc. charges to track them. Use the comments field on the Misc. charge screen to describe the part used. The comment will appear on the detail charges view.
Quick Parts
Quick Parts allows fast entry for multiple parts charges. Simply enter the quantity in the Qty. column and hand-type the item number in the Item No. field. When you click or tab off of the Item No. field, the system will validate the entry and populate the remaining fields based on the Parts record.
You also have the option to pull the related parts from the asset and/or the parts related to the PM schedule from which the work order was created. You also have the option to pull the parts within the Parts Requirements related table. On the Action line at the bottom of the page, use the drop-down list to select the parts list to load from. The options are PM & Asset, PM Only, Asset Only, and Parts Requirements . Choose your desired parts list and click the Load Parts button.
Before saving, review your parts list and make any quantity or cost adjustments needed. Place a check in the Update Asset related parts list checkbox to add the list to the Related Parts table under the asset form. Click Save Entries to charge out the parts. A confirmation message will appear with a summary of parts that were added to the asset related parts list.
NOTE: Quick Parts does not have an option to charge to a work procedure. If you must charge to a procedure, use the standard Parts charge option.
Charges Against Work Procedures
The Work Procedures table is used to define common and/or complex tasks to the work order. When used, the Work Order Charge table can track the charges against these procedures.
The task description for each procedure will be available in the drop-down box next to the Procedure Charged field. Choose a procedure from the drop-down list then complete the charge form as normal. When saved, Procedure charges will appear in their own subsection on the Charges table.
Viewing and Editing the Charges on a Work Order
The charges on the Work Order Charges table are sorted and subtotaled by category.
To edit or remove a charge that has been applied to a work order, click the GoTo link that is next to the charge in question. This will display the edit screen.
Labor and Misc Charges Adjustments
Make the appropriate changes in the fields provided and click the Save and Return button. To delete the charge altogether, click the Delete Charges button. If you do not intend to edit this entry, click the X icon on the top right hand corner of the charges popup.
NOTE: You cannot edit a contact on a Labor charge. You must first delete the charge for the incorrect employee entry and then add a new charge for the correct employee.
Parts Charges Adjustment
Clicking the Goto link on a Parts charge provides you with three adjustment options. You can edit the cost of the part by changing the value in the Item Cost field and clicking Save and Return to save the change to the cost and return to the work order. You can also reduce the quantity charged by using the Return X to Inventory and selecting the quantity or, you can delete the charge entirely by using the Delete charge button.
NOTE: An item that is returned to inventory will be marked in red. Remove the items in red by using Remove Deleted Records menu option in the Navigation tab. This will only remove the items in the charge table, not delete the part from the system.