Summary

The Updated Overhead Rates tool is designed to decrease data entry by allowing users to update the overhead percentage rates on groups of work orders rather than updating rates one work order at a time.

Step by Step

1     View the existing Work Orders.

• Open the Work Order Selection window (WO> Work Orders> Work Orders).
• The Work Order Selection window will display all of the work orders created in the application.
• Use the Work Order, Other, Address, and Misc tab fields to filter the displayed work orders.
  • If you access a particular work order often, you might find it useful to create a desktop shortcut to that work order. Hold the CTRL key and use the mouse to drag the work order from the selection grid to your desktop to create the shortcut.
• Highlight a work order and click the Delete icon or press DELETE to delete the selected work order.
  • Work orders with any associated activity and work orders created from estimates cannot be deleted.
• Highlight a work order and click the Modify icon or press ENTER to edit the selected work order.
• Click the Create icon or press INSERT to create a new work order. This will open the Work Order Maintenance window.
  • If the Allow work order creation without estimates toggle is not checked on the WO Setup window, the Create icon will not be enabled.
  • Click the Generate icon drop-down menu to create a work order from an estimate or a recurring estimate.
    • If the Require estimate approvals toggle is checked on the WO Setup window, the Generate icon will not be enabled.

2     Complete the General tab for the new Work Order.

• Click the Send Form icon at any point in the work order creation process to send a notification to another Springbrook user. The notification will include the work order number, any notes you include, and a link to the work order in question.
• Enter a unique WO Number for the work order.
  • If the Automatically number work orders toggle is checked on the WO Setup window, the WO Number field will not be enabled and the work order will be assigned the next available number when it is saved.
• The Reference Number is an optional field used for tracking purposes.
  • Reference numbers can be used to filter the work orders displayed on the Work Order Selection window.
• Enter a Description for the work order.
  • This optional field can be up to 30 characters in length.
  • If you are creating a fixed asset with this work order, this field will be the description of the fixed asset when it is created.
• Select a Status from the drop-down menu. When creating a new work order, this field will default to New.
  • When a New Construction type work order's status is changed to Closed, a new fixed asset will be created.
  • When an Improvement type work order's status is changed to Closed, an original cost adjustment is created for the attached asset.
  • The remaining statuses are used for reporting and filter purposes only.
• The Priority, Start Date, Due Date, and Completion Date are optional fields that are used for reporting purposes in the Query by Example report (WO> Maintenance> Query by Example).
• Click the Department field label to attach a department to the work order.
  • Assigning a department to the work order will allow you to track and search work order activity by the department responsible for completing the work.
  • Departments are created and maintained on the Department Maintenance window (SS> Maintenance> Department).
• Enter a GL Account for the work order or click the field label to select one from a list.
  • This account represents the revenue account in billing transactions.
• Enter an AP Account or click the field label to select one from a list.
  • When a work order is attached to an AP Invoices line item, the account in the AP Account field will populate the GL Account field (AP> Invoices> Invoices> Create an invoice line item> GL Account field).
• Enter a PR Account or click the field label to select one from a list.
  • When a work order is attached to a PR Timesheet or Timecard, the account in the PR Account field will populate the GL Account field (PR> Timesheets> Quick Time Entry or Timesheets and PR> Computer Checks> Timecards). 
  • This field can also be used to populate partial account numbers in the event that work order associated labor costs need to be distributed to different accounts within the same fund.
• Specify a Category for the new work order.
  • Categories are attached to work orders in order to define what type of transaction will be created for the asset that is attached to the work order.
  • New Construction type categories will create a new Fixed Asset module asset when the work order status is changed to Complete.
  • Improvement type categories will create a Fixed Asset module Original Cost Adjustment when the work order status is changed to Complete.
  • Maintenance type categories are used to maintain assets that are created from the Work Order module.
  • After selecting a category, you will be prompted to override the default work order Activity Types, Category Distribution, Overhead Percentages, and Overhead Distribution with the defaults associated with the selected category. These defaults are set up on the Category Maintenance window (WO> Maintenance> Category).
• The Default Assets field is used to specify the number of assets that the work order will create upon completion. This field will only be enabled if the Category attached to the work order is a New Construction type category.
  • When a New Construction category work order's status is changed to Completed, that work order will be available for selection in the Create Fixed Assets process (WO> Create Fixed Assets> Select Fixed Assets).
• Select a Billable status from the drop-down menu. The billable status of a work order is primarily used for reporting and filtering purposes.
  • Activity line items added to Not Billable work orders will default to Not Billable. This can be edited for each activity line item.
  • Activity line items added to Periodic and Upon Completion work orders will default to Billable.
  • The billable status will default to the status set up on the selected category.
• Enter a Task Code or click the field label to select one from a list.
  • Attach a Project Management module task to a work order in order to post the activity items and adjustments of a work order to the task. In order for the activity items and adjustments of a work order to affect the Project Management module task, the activity items or adjustments must be processed through the PM Distribution step of the Activity or Adjustments processes in the Work Order module.
  • The Task Code field will only be enabled if the PM Interface toggle is checked on the WO Setup window (WO> Utilities> Setup).
  • Tasks are created and maintained on the Task Maintenance window (PM> Maintenance> Task).
• Associate a Lot with the work order by entering a lot number or clicking the field label to select one from a list.
  • Once a lot is selected, the address fields below will automatically populate with the address information attached to the selected lot. Lots are created and maintained on the Lot Maintenance window (SS> Maintenance> Lot Master Search).
• Select Fixed Asset, Equipment or Inventory from the Asset Type drop-down menu.
  • The selected asset type will determine what can be selected when the Asset field label is clicked.
  • Disposed fixed assets and inactive equipment cannot be attached to a work order.
• Enter an AR Account number if this is a work order that will be billed to someone through the Accounts Receivable module.
  • You will not be able to edit this field once the work order is processed through the Billings process (WO> Billings).
• Select an Assigned To Type from the drop-down menu.
• The Assigned To field is used to determine the user, role or queue that will be associated with the estimate.
  • Assigning a User, Role, or Queue to the work order will allow you to track and search work order activity by the employee or group responsible for completing the work.
  • The selection in the Assigned To Type field will determine which selection window opens when the Assigned To field label is clicked.
• The CIAC field will display the Contribution in Aid of Construction amount associated with the work order.
  • The CIAC value will default to zero. Use the WO Adjustments process (WO> Adjustments) to adjust the CIAC value.
  • The CIAC amount will be subtracted from the final value of any fixed assets created when the work order is completed.
• The Issue Category field is used to specify a default issue category for the work order.
  • When the work order is associated with an Inventory Control module issue transaction, the issue category attached to the work order will populate the Category field on the IC transaction if no issue category was previously specified.
• Check the Locked toggle to prevent the work order from being attached to other transactions.
• Click the Create icon to add an AR account to the AR Accounts field if this is a work order that will be billed to someone through the Accounts Receivable module.
  • Once an AR account has been added to the field, click the Elipses icon in the Default Fee Code field to attach a fee code to the account.
  • Specify a distribution percentage for the account/fee code line item. This percentage cannot exceed 100.
  • You can repeat this process multiple times to add additional account/fee code combinations to the work order.
    • Each account/fee code combination must be unique. For example, the same AR account can be added to the work order multiple times as long as each line item uses a unique fee code.
    • When using multiple AR accounts, the total billing distribution percentage across all line items cannot exceed 100%.
  • You will not be able to edit the AR Accounts field once the work order is processed through the Billings process (WO> Billings).

3     Complete the Defaults tab.

• While you can specify the default information for each work order, the Defaults tab will automatically populate with the defaults established on the WO Setup window (WO> Utilities> Setup).
  • If a category was attached to the work order on the General tab, and the default settings were overridden, then the Defaults tab will be automatically populated with the defaults established on the selected category.
    • Categories are created and maintained on the Category Maintenance window (WO> Maintenance> Category).
• Check the toggle next to each Activity Type you would like to associate with the work order.
  • Activity types are user defined groups used to classify activities that are recorded on work orders. By associating a work order with specific activity types, you can limit the activities that can then be attached to that work order.
  • Activity types are created and maintained on the Activity Type Maintenance window (WO> Maintenance> Activity Type).
• Click the Create icon drop-down menu and select Create a new Category Distribution line to add a new line item to the Category Distribution section.
  • At least one category distribution account must be selected for each LEMS category.
  • More than one account can be added for each LEMS category, but the total distribution percentage across all accounts must equal 100% for each category.
• Click the Create icon drop-down menu and select Create a new Overhead Revision to add a new overhead revision to the Overhead Percentages section.
  • This section is used to determine the amount of overhead that will be applied to any LEMS activity line items attached to the work order. For example, if Equipment overhead is set up at 20%, any equipment use attached to the work order will bill an additional 20% on top of the equipment rate. Edit the Percent column as needed.
  • Specify the Effective Date for the revision. When that date is reached, the percentages specified in the revision will become active.
• Click the Create icon drop-down menu and select Create a new Overhead Distribution line to add a new line item to the Overhead Distribution section.
  • At least one account must be specified for each LEMS category.
  • Edit the Percent column to specify what percentage of the overhead will be distributed to the selected account. While more than one account can be specified for each LEMS category, the total percentage for each LEMS category must be 100%.

4     Complete the Credit Accounts tab.

• The Credit Accounts tab is used to specify credit accounts on the work order.
  • The Work Order Distribution step in the AP, IC, PR and WO modules will direct credit to the expense account entered on the original transaction by default. By specifying credit accounts on the work order itself, you can control credit distribution at the individual work order level.
• Click the Create icon to add a credit account to the tab. This will open the Chart of Account Selection window.
  • Highlight the desired account and click the Confirm icon   to add the account to the tab.
• Use the LEMS column drop-down menu to specify the LEMS designation of the credit account.
• Enter a distribution Percent for the new credit account.
  • While you are not required to attach a credit account for each LEMS designation, the total distribution for each LEMS designation included must equal 100%.
  • Click the Generate icon to populate the Credit Distribution data grid with the same distribution accounts and percentages specified in the Category Distribution section of the Defaults tab. This will overwrite any distribution details previously specified on the tab.

5     Complete the Notes tab.

• The Notes tab is used to attach notes to the work order. This tab can accommodate up to 1024 characters.

6     Open the Estimates tab.

• The Estimates tab will display any information associated with the estimate that was used to create the work order.
• The graphs displayed in the upper section of the tab provide a comparison between estimated amounts and actual amounts. Use the Graph drop-down menu to specify which graph you would like to display.
  • Click the slider bar at the bottom of the graph section to expand the graph display area.
  • The graph can be saved to your local hard drive by right-clicking on the graph and clicking Save as Bitmap.
• The lower section of the tab will display all LEMS activity line items associated with the estimate.
  • If the selected work order was not created from an estimate, this section will be blank.

7     Open the Activity tab.

• The Activity tab will display the full activity history of the work order. Select Committed Only from the Show drop-down menu to hide any uncommitted transactions.
  • Click and drag a column header to group the displayed activity by that column.
  • You can export the transactions that display in the window to a MS Excel spreadsheet by right clicking on the data in the tab and selecting Export grid contents to Excel. All transaction line items will display on the export, even line items that have not been expanded. This feature allows you to create a quick report of the history of a customer account.
  • The Billable, Small Tools Billable and Admin Fee Billable toggles can be edited after the activity is processed.
    • Check or uncheck the Billable toggle to enable or disable the activity line item for the WO Billings process.
    • Check or uncheck the Small Tools Billable and Admin Fee Billable toggles to enable or disable the activity line item for the Additional Billings process.
• This tab will be blank until an activity transaction is created for the work order.

8     Open the Billing tab.

• The Billing tab will display the full billing history of the work order. Use the Show drop-down menu to specify which transactions are displayed.
  • Click and drag a column header to group the displayed billings by that column.
  • You can export the transactions that display in the window to a MS Excel spreadsheet by right clicking on the data in the tab and selecting Export grid contents to Excel. All transaction line items will display on the export, even line items that have not been expanded. This feature allows you to create a quick report of the history of a customer account.
• This tab will be blank until the first transaction is billed for the work order.

9     Complete the Comments tab.

• The Comments tab of the Work Order Maintenance window allows you to insert and store comments about the selected work order.
• Click the Create icon to add a comment code line item to the work order. This will create a new line item in the upper section of the tab and activate the Comment section below.
  • Each comment can be up to 1024 characters long.

10     Complete the Miscellaneous tab.

• The Miscellaneous tab allows you to build your own tables of data if there is information you want to track on the work order. This information is optional and user-defined.
• Miscellaneous field labels are maintained on the Miscellaneous Field Label Maintenance window (SS> Utilities> Miscellaneous Field Labels). 
• Click the Save icon when the work order is complete.

11     Open the Service Requests tab.

• The Service Requests tab is used to track the status and history of any UB Service Requests associated with the work order.
• Click the UB Service Request icon to create a new UB service request that is associated with the work order.
  • This will open the Service Request Wizard and populate the WO Number field with the open work order number.
  • Once the service request is created, it will display on the Service Requests tab.

12     Open the Additional Billings tab.

• The Additional Billings tab is used to set up the Admin Fee and Small Tools Fee details required to process the work order through the Additional Billings process (WO> Additional Billings).
• Specify the CR Account and DR Account in both the Admin Fee and Small Tools Fee sections.
• Check the Admin fee billable and Small tools billable toggles to enable the work order to be included in an Additional Billings batch.
• The Details field below will display the full additional billings history of the work order.
  • You can export the transactions that display in the window to a MS Excel spreadsheet by right clicking on the data in the tab and selecting Export grid contents to Excel. All transaction line items will display on the export, even line items that have not been expanded. This feature allows you to create a quick report of the additional billings history of a work order.
• Click the Save icon when the work order is complete.

13     Print a work order.

• Click the Print icon to print the currently selected work order. This will open the Print Work Orders window.
  • If you would like to print multiple work orders, open the Print Work Orders window from the Work Orders palette (WO> Work Orders> Print Work Orders).
• Select a Report Type from the drop-down menu.
  • The Activity, Activity and Billing, Estimates, Estimates and Activity, Estimates, Activity, and Billing, and Summary report types will all display the same basic work order details. The selected report type will determine which additional columns will be displayed.
  • The Field Summary report type will display the Work Order Number, Reference Number, Description, Start Date, Due Date, and Address. If the Include Estimated Detail toggle is checked, a line item for each equipment and materials item in the estimate will be included. The report also provides a number of blank Additional Items lines that can be used by employees to enter any additional time, materials, or equipment usage on the work order.
• Specify how the report will be displayed in the Sort By drop-down menu.
• Check the Print attachments toggle to include the details associated with any attachments attached to the included work orders.
  • The attachment details that will be displayed include the file name, file type, description, date the file was attached, and work order or detail line item that the attachment was attached to.
  • This option will not be available when Field Summary is the selected report type.
• Check the Print comments toggle to print any comments attached to the included work orders.
  • The comment details that will be displayed include the user that created the comment, the date and time the comment was created, and the comment itself.
  • Comments are attached to work orders on the Comments tab (WO> Work Orders> Work Orders> open or create a work order> Comments tab).
• Check the Include uncommitted detail toggle to include any work order information associated with pending transactions.
  • Uncommitted detail line items will display in red on the work order Activity and Billing tabs (WO> Work Orders> Work Orders> open or create a work order> Activity and Billing tabs).
  • This option will not be available when Field Summary is the selected report type.
• Check the Include estimated detail toggle to display Equipment and Materials estimate details in the report.
  • This option will only be available when Field Summary is the selected report type.
• 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).

14     Track any changes made to the work order.

• Click the Audit Trail icon to open the Audit Trail window.
• Use the Search Criteria section to sort the displayed audit trail.
• The Audit Trail History section will provide details about any changes made to the work order including the date of the change, type of change made, user that made the change, and data table that was edited.