Quick Entry of Retrospective Work Order

This document explains how to create a maintenance customer order in 'Maint CO. Quick Entry' (COS130), launching the operation reporting directly at order entry.

The purpose of this process is to be able to quickly perform arrears (retrospective) reporting of a simple work order where the work has been performed before a work order has been entered in the system. In this type of scenario the work included in the job, the hours used, reporting, employee and other order details are known prior to raising the order and there is a need to quickly process this information into the system.

This procedure allows a retrospective work order to be created with time and materials reported directly. It is also possible to add materials and operations and create a service error report.

The work order can be configured to be automatically closed, approved and invoiced and the required set up is described in this document.

The diagram describes the manual steps in this process in addition to those that have been configured to happen automatically. The optional steps are also represented.


A maintenance customer order, maintenance customer order line and work order are created and reported.

The work order is automatically closed, approved, and invoiced.

Before you start

For information about pre-requisite settings, reference these documents and apply the configuration recommendations provided:

  1. A valid maintenance agreement must be created in 'Maint Agrmnt. Open' (COS410).

  2. A valid service definition must exist in 'Service. Open' (MOS300).

  3. Activate auto approval of MCO-line in 'Maint CO Type. Open' (COS010/F) by setting 'Auto approval' = 1 (YES). See Create Maintenance Customer Order Type.

  4. In 'Maintenance Customer Order Type. Connect Documents' (COS011/E), set parameter 'Prt Doc' = 1 (YES) for doc type 380, to activate auto creation of the invoice. See Connect Documents to Maintenance Customer Order Type.

  5. See Define Work Order Type.

    1. In 'Work Order Type. Open' (MOS120/E):

      • Set 'WO category' to '20-Normal'.
      • Set parameter 096 'Mandatory Service Error Report' to '0-Not required'.
    2. In (MOS120/F), set parameter 100 'Should maintenance object update material plan' to '0-No'

    3. In (MOS120/I),

      • Set parameter 380 'Mandatory approval of time transactions' to '0-Not mandatory'.
      • Set parameter 390 'Employee mandatory when reporting operation' = '0 (NO)'.
  6. In 'WO Type. Connect Facility Parameters' (MOS122/E), set parameter 090 'Close WO without displaying MOS050' = '1 (YES)'. See Connect Facility-Specific Parameters to a Work Order Type.

  7. See Define Basic Settings for Services.

    1. Auto approval of service history should be activated in 'Service. Connect to Facility' (MOS301/E) by setting 'Auto approval' to '1-Yes'.

    2. Set the manual 'completion flag' in (MOS301/E), set = 1 (YES).

  8. In 'Work Center. Open' (PDS010/F), set 'Auto Receipt' = '1 (YES)' to launch 'Work Order. Close' (MOS050) automatically when reporting the last operation. See Enter Work Center.

  9. Specify issue method '4-Backflush op 2' or '6-Backf op 2' on the warehouse. See Connect Item to Warehouse.

Follow these steps

  1. See Quick Entry of Normal Maintenance Customer Order.

    1. Start 'Maint CO Quick Entry' (COS130).

    2. Populate the required information 'customer', 'agreement', 'product', 'lot number', 'service', 'facility', and 'order type'.

    3. Optionally, specify the run time of the job. This can also be specified in the operation reporting step.

    4. If employee allocation is activated, specify the employee to perform the work. The employee can also be specified in the operation reporting step.

    5. Populate any other optional information if required.

    6. Select 'F11 – Crt Retro WO' to launch 'WO Operation. Report' (MOS070).

      When action 'F11 – Crt Retro WO' is selected, the next manual function on the maintenance customer order type is overridden and replaced with 'NMF=5' and the following activities automatically occur:

      • A maintenance customer order header and line are created.
      • A work order is created in 'Work Order. Open' (MOS100).
      • The work order lines are created in 'Work Order. Open Line' (MOS101).
      • 'WO Operation. Report' (MOS070) launches automatically.
  2. In 'WO Operation. Report' (MOS070), select action 'F17 – WO lines' to launch 'Work Order. Open Line' (MOS101/B1). Add or edit material lines if required and then close (MOS101) to return to (MOS070). See Add Materials to a Work Order Operation. (optional)

  3. See Service Error Report. (mandatory / optional)

    If mandatory service report is activated on the work order type in 'Work Order Type. Open' (MOS120) a preliminary report has been created in 'Service Error Report. Open' (MOS057/B) based on the information specified in (COS130) at order entry. This must be completed before work order closure.

    1. In (MOS070), select action 'F21 – Service Error Report' to create/edit the service error report. This will launch (MOS057).

    2. Finalize the preliminary service report in (MOS057/E) and set the status to '20-Completed'.

      If mandatory service error report is not activated a new report can be created with action '1-Create' from (MOS057/B).

    3. Close (MOS057) to return to (MOS070).

  4. See Report Operation.

    1. In (MOS070), specify the employee who performed the work. If employee was assigned in (COS130) the selected employee is defaulted in (MOS170).

    2. Specify run time. Default run time is from the service definition operation, or from (COS130) if it was specified at order entry.

    3. Verify that the manual completion flag is ticked.

    4. Press enter to report the operation and return to (COS130).

    When the operation is reported a number of activities need to be performed manually or can happen automatically depending on the set up.

    With the recommended set up in the before you start section, the process is fully automated through to invoicing and these activities will automatically happen:

    • The material lines are automatically reported.
    • The operation is closed (sts 90).
    • The service is approved in 'Equipment. Open Service History' (MOS180).
    • The Work Order is closed (sts 90).
    • The MCO-line is approved for invoicing (sts 50).
    • The MCO-line is invoiced (sts 70).
    • (MOS070) closes and (COS130) is displayed.
  5. Invoicing

    In (COS130), the created maintenance customer order number is populated in the field 'CO no'. To view the MCO-lines, select action 'F16 – Order Lines' to open 'Maintenance Customer Orders. Open Line' (COS101) where MCO-line status of '70-Invoiced' is displayed. Depending on the document output set up, the invoice will either be e-mailed or printed. The invoice can be viewed with related option='71-Maint Invoice Display'.

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