Expense and Miscellaneous Cost Registration

This document describes the process of expense registration. In addition to regular expense registration, users can create quotations that include predefined expenses. Expenses can also be defaulted into the registration program 'MCO. Report Expenses' (COS150) from the Service Definition. This functionality is based on the use of operation elements or material lines.

Background

Technicians in the field have a requirement to receive default expense lines in their reporting tools to support their expense reporting.

Limitations

Expense reporting must be done from (COS150) view 3 or (COS150MI) transactions. Views 1 and 2 cannot be used for expense items and expense operation elements. Views 1 and 2 are used only for direct expense registration to 'Maint CO. Check Preliminary Invoice Spec' (COS170) and have no connection to the functionality created around expense items and operations.

Setup

Select setting 0 or 1 in field 49 (MIMA) in 'Settings – Maintenance 1' (CRS788) to specify whether operation elements or expense items are to be used for expense reporting.

Misc cost on MCO quotations

After an MCO line for a service is created with predefined expenses, a quotation can be created. The information for the quotation for misc cost items is retrieved from (PDS002), (PDS025/PDS027), (MOS171) or (MOS101) depending on how far the order has been processed when the quotation is created. For misc costs as operation elements the information is retrieved from (PDS025/PDS027), (MOS172) or (MOS104) depending on how far the order has been processed.

Follow these steps to register misc cost

The process of registering miscellaneous cost is identical whether using operation elements (MIMA=0) or miscellaneous cost items (MIMA=1). The actual expense reporting must be done in (COS150).

  1. Start 'MCO Report Expenses' (COS150).

  2. Select view '3-WO op elements'.

    All miscellaneous cost items/operation elements from (MOS101) (misc cost items) or MOS104 (misc cost operation elements) are defaulted to (COS150). Similarly all miscellaneous costs added in (COS150) are defaulted to (MOS101) (misc cost items) or (MOS104) (misc cost operation elements).

  3. Specify the user, facility, and work order number.

  4. Populate the mandatory information on the misc cost line: 'Operation number', 'cost type' (browse with F4 and select from COS160), 'quantity' and 'remark'. Populate 'Employee number' if the user is not selected in the header.

  5. Optionally populate 'sales price' and/or 'cost'. These values will override pricing and cost defined on the agreement.

  6. Press enter to save.

    The status is now '10 – Preliminary'.

Follow these steps to submit and approve misc cost

  1. In (COS150), select related option 8='Submit for approval'.

    If mandatory approval is defined in (COS160) the misc cost line will be updated to '20 – Definite' and require approval before it is transferred to the invoice specification.

  2. To approve the transaction, select related option 9='Approve'.

    If mandatory approval is not required for the cost type, or the misc cost has been manually approved, the status will be updated to 30 and transfer to the invoice specification. Status 90 indicates that the misc cost type has been transferred to the invoice specification.

Misc cost status descriptions

Misc cost type as operation element

COS150 status:

MOS104 status:

10 = Preliminary

10 = Preliminary

20 = Ready for Approval

20 = Ready for Approval

30 = Approved

30 = Approved

90 = Completed (expense sent to COS900)

90 = Completed

Misc cost type as item

COS150 status:

MOS101 status:

10 = Preliminary

20 = Preliminary

20 = Ready for Approval

25 = Ready for Approval

30 = Approved

90 = Approved

90 = Completed (expense sent to COS900)

90 = Completed

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