Work orders

Security

Built-in filters

A work order reflects what needs to be accomplished to satisfy a single contract line. The main purposes of a work order are to (1) schedule and deliver products/services for a contract, and (2) indicate how much actual product/service has been provided.

Instead of the typical document with multiple lines, an ActivityHD work order represents a single line only. This means you have more flexibility in how you manage work orders for contracts. For instance, while you may want to group all work orders for a single contract and print them as one document, you can also group and print work orders by type, or by all work orders which need to be done on a particular day, or you can print each work order as a separate document.

In ActivityHD, most work orders are created by processing one or more contracts. Processing creates one work order per contract line. You can also create new work orders which pertain to a particular contract. Use the "new" method only to add "other charges" to a contract when you do not want to alter the original contract with new lines.

Create work orders by processing contracts

Note

Only contracts with a status of "Master" which contain unprocessed, unsettled contract lines can be processed to create work orders.

In the Navigation pane, highlight the Contracts Processing > Contracts folder.
Start the process wizard.
- To process all or a filtered subset of contracts:
  1. Right-click the Contracts folder and select Select and Process Contracts from the shortcut menu.
  2. On the Selection tab, define any filters to apply to the data.
  3. Click Next >>. You are prompted to confirm that you want to process the selected contracts.
- To process specifically selected contracts:
  1. In the HD view, select the contracts to process. You can use Ctrl and/or Shift selection to select multiple records.
  2. Click . You are prompted to confirm that you want to process the selected contracts.
- To process a particular contract from the Contract window:
  1. In the HD view, locate and double-click the contract to process. The Contract window opens with the contract loaded.
  2. Click . You are prompted to confirm that you want to process the contract.
Click Yes. ActivityHD processes the contract(s) and reports its results.
Click Next >> to view and work with the work orders which were created.
Click Finish.

Create a new work order to add "other charges" to a contract

In the Navigation pane, highlight the Contracts Processing > Work Orders folder.
Click . The New Work Order window opens.
Select the Contract associated with the work order.
Select the Product associated with the work order. Additional fields are enabled depending on the product type.
Select the Date that the work order is due.

Respond to the following fields as appropriate:

Enter the Start and End times for the work order. The duration of the work is calculated for you and entered in the Hours field.
In the Quantity field, enter the number of units of the product/service that were used on the specified date.
In the Price field, enter the price per unit of the product/service. If a default price is loaded, you can override it.
If the work order has been completed, mark the Delivered checkbox.
When you finish, save your changes.

Work Orders Report

Purpose

The Work Orders Report produces a simple work order form for each work order in your selection.

Content

For each work order included on the report, the listing may show:

contract number
contract line
customer
work order number
work order type
attributes
product
start date and time, hours, quantity for product
work order date, start and end times, hours, and quantity
memos
notes
signature line.

Print the report

In the Navigation pane, highlight the Contracts Processing > Work Orders folder.
Start the report set-up wizard.
- To report on all or a filtered subset of work orders:
  1. Right-click the Work Orders folder and select Select and Report > Work Orders Report from the shortcut menu.
  2. On the Selection tab, define any filters to apply to the data.
- To report on specifically selected work orders:
  1. In the HD view, select the work orders to include on the report. You can use Ctrl and/or Shift selection to select multiple records.
  2. Click and select Work Orders Report from the drop-down menu.
- To report on a particular work order from the Work Order window:
  1. In the HD view, locate and double-click the work order to report on. The Work Order window opens with the work order loaded.
  2. Click and select Work Orders Report from the drop-down menu.
Select the Output tab.
In the Design field, look up and select the report design to use.
There are two built-in report designs for the Work Orders Report:
- Work Orders Report Sample 1
- Work Orders Report Sample 2

In the toolbar, click the icon for the type of output you want:

- Provides access to two preview options.
- Preview - Click the icon or click the drop-down arrow and select Preview from the drop-down menu to view the report in the Crystal Reports viewer.
- Preview to PDF - Click the drop-down arrow next to the icon and select Preview to PDF to view the report in the PDF reader.
- Opens the Print dialog so that you can select and configure a printer and then print a paper copy of the report.
- Opens the Report Email dialog so that you can address and compose an email that the report will be attached to. For best results, ensure your email client is running before you attempt to send a report via email.
- Opens the Export Report dialog so that you can save the report to a file. File types include Crystal Reports (.rpt), PDF (.pdf), Microsoft Excel (.xls), Microsoft Word (.doc), rich text (.rtf), and XML (.xml).

Data extensions

The following data extension is available for the report:

Work orders

Work Orders Listing

Purpose

The Work Orders Listing provides a list of the work orders set up in your system.

Content

For each contract with work orders included on the report, the listing shows:

contract number
description
work orders.

For each work order on a contract, the listing shows:

work order number
description
date
time
hours
quantity
price
delivery indicator.

In addition, you can include one or more of the following:

notes
memos
custom fields.

The following total appears on the report:

record count.

Print the report

In the Navigation pane, highlight the Contracts Processing > Work Orders folder.
Start the report set-up wizard.
- To report on all or a filtered subset of work orders:
  1. Right-click the Work Orders folder and select Select and Report > Work Orders Listing from the shortcut menu.
  2. On the Selection tab, define any filters to apply to the data.
- To report on specifically selected work orders:
  1. In the HD view, select the work orders to include on the report. You can use Ctrl and/or Shift selection to select multiple records.
  2. Click and select Work Orders Listing from the drop-down menu.
- To report on a particular work order from the Work Order window:
  1. In the HD view, locate and double-click the work order to report on. The Work Order window opens with the work order loaded.
  2. Click and select Work Orders Listing from the drop-down menu.
On the Options tab, mark the checkbox(es) for the additional information to include:
- Notes
- Memos
- Custom Fields (only visible if custom fields are set up)
Select the Output tab.
In the Design field, look up and select the report design to use.

In the toolbar, click the icon for the type of output you want:

- Provides access to two preview options.
- Preview - Click the icon or click the drop-down arrow and select Preview from the drop-down menu to view the report in the Crystal Reports viewer.
- Preview to PDF - Click the drop-down arrow next to the icon and select Preview to PDF to view the report in the PDF reader.
- Opens the Print dialog so that you can select and configure a printer and then print a paper copy of the report.
- Opens the Report Email dialog so that you can address and compose an email that the report will be attached to. For best results, ensure your email client is running before you attempt to send a report via email.
- Opens the Export Report dialog so that you can save the report to a file. File types include Crystal Reports (.rpt), PDF (.pdf), Microsoft Excel (.xls), Microsoft Word (.doc), rich text (.rtf), and XML (.xml).

Data extensions

The following data extension is available for the report:

Work orders

Work Order Record ID

Type

The work order type. You can drill down on the work order type code to open the work order type record.

Contract

The contract associated with the work order.

Press F3 to look up the value.

If a value is already selected, you can press F4 to open the record in its native editor.

Contractor

The contractor responsible for the work order.

Number

The work order number.

Line

The contract line associated with the work order. You can drill down on the line number to open the contract record with the line selected.

Customer

The customer for the work order. You can drill down on the customer code to open the customer record.

Work Order tab

Attributes

The attribute items associated with the specified contract. You can drill down on an attribute item code to open the attribute item record.

Press F3 to look up the value.

If a value is already selected, you can press F4 to open the record in its native editor.

Product

The product associated with the work order.

Press F3 to look up the value.

If a value is already selected, you can press F4 to open the record in its native editor.

Start

The expected start date and time of the customer's use of the product/service.

Due

The expected date and time the product/service is to be delivered.

Hours

The expected duration of use of the product/service.

Quantity

The number of units of the product/service expected to be used.

Date

The actual date the product/service was used.

Start

The actual start date and time the customer used the product/service.

End

The actual end date and time the customer used the product/service.

Hours

The actual duration of time the customer used the product/service.

Quantity

The actual number of units of the product/service used.

Price

The actual total price of the product/service.

Delivered

If marked, indicates the product/service was delivered.

Notes

Notes about the work order.

Custom tab

This tab is visible if custom fields exist for the entity. At a minimum, if there are custom fields, a Fields subtab will be present. One or more additional categories of subtabs may also be visible.

Fields subtab

This tab prompts for values for any custom fields set up for entity records of this entity type. Respond to the prompts as appropriate.

References subtab

This tab is visible if other records reference the current record.

Reference

From the drop-down list, select the custom field to view references for. Reference custom fields have the following format: PackageName.EntityName.CustomFieldName.

Example

Suppose a custom field exists on PRCodes that references an ARCode. On the ARCode record, on the Custom > References subtab, you can view all the PRCodes which reference that ARCode.

Exchange Folder subtab

This tab is visible only if you set up a custom field with a data type of "Exchange Folder". The label on this tab is the name assigned to the custom field.

This tab shows the contents of the specified Exchange folder.

File subtab

This tab is visible only if you set up a custom field with a data type of "File". The label on the tab is the name assigned to the custom field.

This tab renders the contents of the specified file according to its file type.

Internet Address subtab

This tab is visible only if you set up a custom field with a data type of "Internet Address". The label on this tab is the name assigned to the custom field.

This tab shows the contents of the specified web page.

Network Folder subtab

This tab is visible only if you set up a custom field with a data type of "Network Folder". The label on this tab is the name assigned to the custom field.

This tab shows the contents of the specified network folder.

Notes tab

The Notes pane shows the Notes HD view filtered to show all notes for the selected work order.

Double-click a row in the pane to drill down to its record in the Note window.

Attachments tab

The Attachments tab is visible if any record for a given entity has an attachment. If the Attachments tab is not visible, this implies that no record of the entity type has an attachment on it; however, once an attachment is added to any record of the entity type, the Attachments tab will become available.

Attachments

The list box shows the files which are attached to the current record. Highlight a file name to preview the file in the adjacent pane. Double-click a file name to open the file in its native editor.

Preview pane

If a file name is highlighted in the Attachments list box, this pane shows a preview of the file contents. Some file types cannot be previewed but can be double-clicked to open in their native editor.

Other tab

Memo tab

To include additional information about this record not collected elsewhere, enter it in this text box. This area supports common keyboard shortcuts such as Ctrl+C to copy and Ctrl+V to paste.

Timestamps tab

This tab shows the user who created this record and the date and time of creation as well as the user, date, and time of the latest modification to the record.

Extras\Contracts Processing\Import CP Work Orders.xls

Common accesses available on work orders

Access	A user with this access can...
Change	Use the mass change action on work orders.
Custom Fields	Create and edit custom fields for work orders.
Data	Have read-only access to work orders from anywhere in the software (e.g., field validations, filters, date expressions).
Delete	Delete work orders.
Edit	Edit work order records.
Export	Export work order records from Activity.
Import	Import work order records into Activity.
New	Create new work order records.
Read	Have read-only access to work order records.
Report	Run reports with work order information.
Report Designs	Create and edit report designs with work order information. This access enables the Report Designs button on the Output tab of report dialogs.
Shared Answers	Create and edit action profiles and report profiles related to work orders.
Shared Filters	Create and edit shared filters on work orders.
Visible	View the Work Orders folder in the Navigation pane.

The following built-in filters are available for work orders:

Filter Name	Effect
? Contract Number	Prompts for a contract number and lists the work orders with the specified contract number.
? Contract Type	Prompts for a contract type and lists the work orders with the specified contract type.
? Customer Code	Prompts for a customer code and lists the work orders with the specified customer code.
? Due Date Range	Prompts for a range of work order due dates and lists the work orders with a due date in that date range inclusive. Blank Begin Date and/or End Date are allowed.
? Product	Prompts for a product code and lists the work orders with the specified product code.
? Work Order Type	Prompts for a work order type and lists the work orders with the specified work order type.
Undelivered Work Orders	Lists the work orders which are not flagged as "Delivered".
Unsettled Work Orders	Lists the work orders which have not been settled.

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