Creating Work Orders from Rental Agreement Lines

Activating a rental agreement automatically triggers the creation of a work request. To enable this process, the rental agreement line must have an additional charge connected in 'Rental Agreement. Connect Additional Charge' (STS103) that contains a service definition.

You can specify a service for additional charges in 'Contract Item. Open' (SAS450). You can connect additional charges to the rental agreement line automatically using 'Additional Charge. Connect to Item' (STS590).

Note: This process is not intended to manage turn-around service or off-hire inspection service.

Background

Sometimes, you must perform work on the equipment in connection with a rental agreement. See these examples:

  • Preparing the equipment for rental. For example, by installing a specially requested work tool.
  • Installing the equipment at the customer site.
  • Operating the equipment at the customer site.
  • Removing customized settings after a rental return.

Limitations

This functionality deals with the creation of the work request and does not include changes to work order processing or integration with the rental agreement line. These conditions apply:

  • No special handling of work order cost accounting is implemented. The work order costing is not connected to rental invoicing.
  • The work order refers to the rental agreement charge if it is not connected to a maintenance customer order (MCO). If applicable, the work order references the MCO.
  • No additional status or business logic is introduced in the rental logistics toolbox (STS140). You must track the work order separately. However, you can view the work order in the rental equipment planning board (STS495).

Work requests are created when an agreement line is activated. You cannot create a work order by adding an additional charge to an active agreement line.

Outcome

  • An active rental agreement is created.
  • A work request is created. If the item is attribute-managed, the order attribute values from the rental line are transferred to the work request.

Follow these steps

Follow the configuration instructions to enable automatic creation of work orders on rental agreement activation.

  1. Start 'Rental Agreement. Open' (STS100) and create a rental agreement.
  2. Use option 11='Lines' to access 'Rental Agreement. Open Lines' (STS201) and create an agreement line with line type 5. Use an item number that is set up for automatic work order creation. The additional charge with the service ID is created automatically. Use option 15='Addnl charges' to verify.
  3. In (STS201), select F14='Crt agreement'. 'Rental Agreement. Create' (STS109) is displayed. Set 'Crt agreement' to 2-'Active agreement'.

Configuration setup

  1. In 'Service. Open' (MOS300), define the service that is used in the rental agreement work order.
  2. In (SAS450), create a contract item representing this service. Specify the 'Service ID' and 'Structure type' fields on (SAS450/E) and an agreement price, if applicable.
  3. In (STS590), connect the contract item to the rental equipment's item number.

Automatic update of item and serial number

'Planned order' (PLPN) on (STS103/E) holds the work order proposal number. 'Planned order' is filled when the work order proposal is created.

When a serial number is changed for a rental agreement line, a verification is made to determine if the rental agreement line has an additional charge, or several additional charges, with a reference to 'Planned order'. If a record with such a reference exists, the corresponding work order proposal in 'Work Request. Open' (MOS170) is updated with the new serial number.

When an item number is changed for a rental agreement line, a verification is made to determine if the rental agreement line has an additional charge, or several additional charges, with a reference to 'Planned order'. If a record with such a reference exists, the corresponding work order proposal in (MOS170) is deleted. A new work order proposal is then created if the new item has the correct configuration in (MOS300), (STS590), and (SAS450).

If the service connected to the original item in (STS103) is set up for the new item as well, this additional charge is used to create a new work order proposal. 'Planned order' in (STS103) is updated with the new work order proposal number.

If the service connected to the original item in (STS103) is not set up for the new item, a verification is made in (STS590) and (SAS450). If the new item is configured in (STS590) and (SAS450), a new additional charge is added to (STS103) and a new work order proposal is created based on this.

If the service connected to the original item in (STS103) is not set up for the new item and the new item is missing configurations in (STS590) and (SAS450), no new additional charge is added to (STS103) and therefore no new work order proposal is created either.

If you delete a rental agreement line that has an additional charge with a reference to 'Planned order', a verification is made in (MOS170) to determine if a connected work order proposal exists. If that is the case, the work order proposal is also deleted.

Parameters to set

This table shows the required parameters for creating work orders from rental agreement lines:

Program ID Field Heading Description
SAS450/E Service id Specify the service ID for the work order.
SAS450/E Structure type Specify the structure type for the work order.
STS590/E Record type

Specify when to invoice the charge. This setting determines the start date of the work order. Select from these options:

  • 1 = Debit first invoice: First valid date of rental agreement line
  • 2 = Debit last invoice: Last valid date of rental agreement line
  • 3 = Debit every invoice: First valid date of rental agreement line
  • 4 = Debit date range: First valid date of additional charge
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