Quick entry of retrospective work order

Use this document to know how to create a maintenance customer order in 'Maint CO. Quick Entry' (COS130), starting the operation reporting directly at order entry.

The purpose of this process is to perform arrears (retrospective) reporting for a work order when work is performed before work order entry. In this scenario, the work included in the job, the hours used, reporting, employee, and other order details are known before the order is raised and the information is processed into the system.

This procedure allows a retrospective work order to be created with time and materials reported directly. You can add materials and operations and create a service error report.

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

This diagram shows the manual steps in this process and the steps that are configured to occur automatically. The optional steps are represented.

Outcome

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. Create a valid maintenance agreement in 'Maint Agrmnt. Open' (COS410).

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

  3. Start auto approval of MCO line on 'Maint CO Type. Open' (COS010/F) by setting 'Auto approval' to 1-'Yes'. See Create maintenance customer order type.

  4. On 'Maintenance Customer Order Type. Connect Documents' (COS011/E), set parameter 'Prt Doc' to 1-'Yes' for doc type 380, to start auto creation of the invoice. See Connect Documents to Maintenance Customer Order Type.

  5. See Define work order type.

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

      • Set 'WO category' to 20-'Normal'.
      • Set parameter 096='Mandatory Service Error Report' to 0-'Not required' or 3-'Not required, maximum status 20, even after print'.

    2. On (MOS120/F), set parameter 100='Should maintenance object update material plan' to 0-'No'.

    3. On (MOS120/I):

      • Set parameter 380='Mandatory approval of time transactions' to 0-'Not mandatory'.
      • Set parameter 390='Employee mandatory when reporting operation' to 0-'No'.

  6. On 'WO Type. Connect Facility Parameters' (MOS122/E), set parameter 090='Close WO without displaying MOS050' to 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 is activated on 'Service. Connect to Facility' (MOS301/E) by setting 'Auto approval' to 1-'Yes'.

    2. Set the manual 'Completion flag' on (MOS301/E), to 1-'Yes'.

  8. On 'Work Center. Open' (PDS010/F), set 'Auto Receipt' to 1-'Yes' to start 'Work Order. Close' (MOS050) automatically when reporting the last operation. See .

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

Follow these steps

  1. See Quick Entry of Normal Maintenance Customer Order.

    1. Start (COS130).

    2. Specify required information:
      • Customer
      • Agreement
      • Product
      • Lot number
      • Service
      • Facility
      • Order type

    3. Optionally, specify the run time of the job. Specify the run time of the job also 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. Specify any other optional information, if required.

    6. Select F11='Crt Retro WO' to start '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'. These 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) starts automatically.

  2. In 'WO Operation. Report' (MOS070), select action F17='WO lines' to start '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.

  3. See Service error report, when required.

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

    1. On (MOS070), select option F21='Service Error Report' to create or edit the service error report, and start (MOS057).

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

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

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

  4. See Report Operation.

    1. On (MOS070), specify the employee who performed the work. If employee is 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 is 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, several activities are performed manually or occur automatically based on the set up.

    With the recommended set up in the Before you start section, the process is fully automated through invoicing and these activities occur:

    • The material lines are automatically reported.
    • The operation is closed with status 90.
    • The service is approved in 'Equipment. Open Service History' (MOS180).
    • The work order is closed with status 90.
    • The MCO line is approved for invoicing with status 50.
    • The MCO line is invoiced with status 70.
    • (MOS070) closes and (COS130) is displayed.

  5. Invoicing

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

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