Summary

Once work order activity line items have been committed, these items can be adjusted through the WO Adjustments process.

Step by Step

1     Open or create an adjustments batch.

• Select the Adjustments palette in WO> Adjustments. This will expand the Adjustments palette and display the steps of the Adjustments batch process.
• Modify an existing batch or create a new Adjustments batch.
  • Select a batch number from the drop-down menu at the top of the Adjustments palette to select an existing batch.
  • Select New from the Adjustments batch number drop-down menu to create a new batch. This will open the New Batch window.
  • If there are open batches in the Adjustments process, you can create a new batch without affecting the open batches.
  • Enter a Batch Month and Batch Year. These fields default to the current calendar period and are for reference only. The fiscal period of the transactions in the batch is determined by the Journal Entry Date entered during the Generate step.
  • Click the Generate icon to populate the Batch Number field with the next available batch number. Batch numbers are limited to five digits and must be unique within the batch month of the batch year.
    • You can also manually create a new batch by entering a Batch Number and clicking the Save icon  .
• Highlight the batch in the batch number drop-down menu on the Adjustments palette and press DELETE to delete a batch. Any uncommitted adjustments in the batch will be deleted.

2     Specify the batch settings.

• Open the Settings window (WO> Adjustments> Settings).
• Select a Journal Entry Date from the drop-down menu. This field will default to today's date.
  • The Fiscal Period and Fiscal Year fields will populate with the information specified in the Journal Entry Date field.
• Check the Allow overwriting of activity date toggle if any of the adjustments included in the batch will need to overwrite existing activity dates.
• Click the Save icon when complete.

3     Enter or edit the adjustments.

• Open the Edit Adjustments window (WO> Adjustments> Adjustments).
• This will display all of the uncommitted adjustments in the open batch.
• Click the Create icon drop-down menu to specify the type of activity line item adjustment you would like to create.

4     Create a New Adjustment.

• Select New Adjustment from the Create icon drop-down menu. This will open the Adjustments window.
• The Adjustments window displays the original and adjusted line item details.
• Click the Line Item field label to select the line item you would like to adjust. This will open the Adjustment Line Selection window.
  • Enter a WO Number or click the field label to select one from a list.
  • Click the Refresh icon to populate the window with the committed activity line items attached to the selected work order.
  • Highlight the desired line item and click the Confirm icon   to return to the Adjustments window.
• Edit the line item details in the Adjusted section.
• Click the Save icon to save the adjustment.

5     Create a New Transfer.

• Select New Transfer from the Create icon   drop-down menu. This will open the Transfers window.
• The Transfers window displays the activity line items that will be transferred from one work order to another.
• Enter the From Work Order or click the field label to select the work order from a list.
• Enter the To Work Order or click the field label to select the work order from a list.
• Click the Generate icon to populate the data grid below with all of the activity line items attached to the work order selected in the From Work Order field.
  • Activity line items are attached to work orders in the Activity process (WO> Activity> Activity).
• Check the Selected toggle in each of the activity line items that you would like to transfer to the To Work Order.
• Click the Save icon to save the transfer.
  • This will create a transfer from transaction on the From Work Order record and a transfer to transaction on the To Work Order record.
  • You will not be able to save the transfer if either of the work orders selected is locked (WO> Work Orders> Work Orders> General tab> Locked toggle).

6     Create a New Reversal.

• Select New Reversal from the Create icon drop-down menu. This will open the Reversals window.
• The Reversals window displays the activity line items that will be reversed.
• Enter the From Work Order or click the field label to select the work order from a list.
• Click the Generate icon to populate the data grid below with all of the activity line items attached to the work order selected in the From Work Order field.
  • Activity line items are attached to work orders in the Activity process (WO> Activity> Activity).
• Check the Selected toggle for each of the activity line items that you would like to reverse.
• Click the Save icon to save the reversal.
  • You will not be able to save the reversal if the work order selected is locked (WO> Work Orders> Work Orders> General tab> Locked toggle).

7     Create a new CIAC (Contribution in Aid of Construction) Adjustment.

• Select New CIAC Adjustment from the Create icon   drop-down menu. This will open the CIAC Adjustment window.
• Enter a WO Number or click the field label to select one from a list.
  • CIAC funds only apply to Improvement or New Construction type work orders.
• Enter a new CIAC value in the CIAC Adjustment field. This will automatically update the Final CIAC field with the new total.
  • CIAC adjustments will also affect the value of any fixed assets created or improved by the selected work order.
• If a valid GL Account was not already specified, one must be selected before the adjustment can be saved.
• Click the Save icon to save the adjustment.

8     Print the Adjustments Proof List.

• Open the Adjustments Proof List window (WO> Adjustments> Proof List).
• Specify a Sort By option for the report.
• The report will display the Transaction Type, WO Number, LEMS value, Line Number, Reference WO Number, and line item Description. The report will also provide original, adjusted, and Net change values for Activity Types, Units, Amount Per Unit, Base Amount, Benefits cost, Overhead, Markup and Total Amount for each transaction. Additional totals will be provided for each work order or transaction type and the report as a whole.
• Click the Print icon to process the report immediately or enter a date and time in the field next to the Print icon to schedule the report to generate at a later time. You can view the progress of the report on the Job Viewer window (SS> Utilities> Show Scheduled Jobs).
  • Click the Print icon drop-down menu and select Print Preview to preview the report before printing.
  • Click the Print icon drop-down menu and select Excel to export the report data to an Excel spreadsheet as unformatted data.
  • Click the Print icon drop-down menu and select Excel (Formatted) to export the report data to an Excel spreadsheet that includes much of the Springbrook formatting found on the printed version of the report.
  • Once the report is generated, you can also display the report using the View Reports window (SS> Utilities> View Report).

9     Print the GL Distribution report.

• Open the GL Distribution window (WO> Adjustments> Proof List).
• The report will display the Fund, Account Number, Account Description, Debit Amount, Credit Amount, and transaction Description. The report will provide Fund Totals and a Grand Total.
• Click the Print icon to process the report immediately or enter a date and time in the field next to the Print icon to schedule the report to generate at a later time. You can view the progress of the report on the Job Viewer window (SS> Utilities> Show Scheduled Jobs).
• Click the Print icon drop-down menu and select Print Preview to preview the report before printing.
  • Click the Print icon drop-down menu and select Excel to export the report data to an Excel spreadsheet as unformatted data.
  • Click the Print icon drop-down menu and select Excel (Formatted) to export the report data to an Excel spreadsheet that includes much of the Springbrook formatting found on the printed version of the report.
  • Once the report is generated, you can also display the report using the View Reports window (SS> Utilities> View Report).

10     Print the PM Distribution report.

• Open the PM Distribution window (WO> Adjustments> PM Distribution).
• The report will display the PM Task, Work Order number, Work Order Description, and Labor, Equipment, Materials, or Services amount for each line item. The report will also provide a total for each LEMS category.
• Click the Print icon to process the report immediately or enter a date and time in the field next to the Print icon to schedule the report to generate at a later time. You can view the progress of the report on the Job Viewer window (SS> Utilities> Show Scheduled Jobs).
  • Click the Print icon drop-down menu and select Print Preview to preview the report before printing.
  • Click the Print icon drop-down menu and select Excel to export the report data to an Excel spreadsheet as unformatted data.
  • Click the Print icon drop-down menu and select Excel (Formatted) to export the report data to an Excel spreadsheet that includes much of the Springbrook formatting found on the printed version of the report.
  • Once the report is generated, you can also display the report using the View Reports window (SS> Utilities> View Report).

11     Commit the adjustments batch.

• Open the Batch Commit window (WO> Adjustments> Commit).
• Click the OK button to commit the batch.
• Once the adjustments batch is committed, a new adjustment line item will be created on the work order (WO> Work Orders> Work Orders> Open a work order> Activity tab).