Estimate |
The Estimate tab enables you to display and define estimated costs provided by vendors. You can also approve any estimates that are not approved automatically.
Tip: To limit the display of information in the grid and maximize performance, use the filter. You can sort on equipment ID, work order, job type, vendor ID, and department ID, among other values. The list of searchable fields on the filter is extensive; use the scroll bar to view them all.
You can use the % wildcard character to filter the results of choice-lists on this screen.
The Call Center screen supports department-level and location-level access control, so you must belong to a user group with the applicable authorizations to make changes or updates.
In insert mode, specify information in the fields in the top section of this tab to define the identifying data for the work order's equipment unit. In all other modes, the data is display-only from the selection in the grid.
Equipment ID
Identifier of the equipment unit currently selected in the grid. It must have an assigned company ID. This field has a list box of IDs that do not have a check in the Exclude from inventory lists field on the Authorization tab of the Data -> Equipment Units -> Fleet Equipment screen.
When you specify the ID, the equipment unit year, manufacturer, model, life-cycle status, life meter units, planned retirement date, and company code display below the field. This information is display only.
Tip: Company IDs are assigned on the Assignments tab of the Data -> Equipment Units -> Fleet Equipment screen.
License number
License number of the equipment unit. This field has a list box.
Serial number
Serial or vehicle identification number (VIN). This field has a list box.
Work order ID
Three-part field containing the work order ID associated with the vendor invoice. The first part is the equipment unit's assigned repair location (specified on the Locations tab of the Data -> Equipment Units -> Fleet Equipment screen). This part of the field has a list box. The second part is the year the work order was opened. The third part of the field, which also has a list box, is the work order number.
Generally, if there is a pre-existing open work order for the equipment unit, call center staff assign current problems to the existing work order rather than open a new work order.
Job status
Job status of the work order. This field is display only.
OPEN: The work on the work order has not yet been completed.
WORK FINISHED: The work has been completed and a check placed in the Date and time finished field on the Basic Info tab for this work order.
CLOSED: The work order is no longer open.
Note: You may re-open a closed work order if the work order’s location (specified by the first part of the work order ID) has a check in the Permit re-open of closed work orders field on the Work Orders - Options tab of the Data -> Setup -> Organization Structure -> Locations -> Primary Information screen. That option is overridden, however, if there is a check in the Do not allow reopen of work orders field on the Special Rights tab of the System Mgmt -> Setup -> Access Rights -> User Groups screen.
PENDING: Work has not yet started on this work order.
Life meter usage
Number of meter units the equipment unit has been operated. This information displays when you specify the equipment ID.
Note: If a meter rolled over or was replaced after the work order was opened, the life meter from the work order is used to update the PM schedule.
Planned retirement date
Planned date to retire the equipment unit, if any. This information displays when you specify the equipment ID. Display only from the Replacement and Disposition tab of the Data -> Equipment Units -> Fleet Equipment screen.
Data in the fields on the bottom section of this tab define the information about estimates for the work order. Unless otherwise indicated, these fields are required.
Estimated cost
Estimated costs, as submitted by the vendor specified on the Basic Info tab. You cannot process information in this field if you do not specify a vendor ID on the Basic Info tab.
When you enter information in either of the following two fields, the current system date and time displays in the Date and time of estimate field.
Labor
Vendor's estimated costs for labor.
Parts
Vendor's estimated costs for parts.
Total
Total vendor's estimated costs for labor and parts. Display only.
Date and time of estimate
Date and time that the information in the Estimated cost field was processed. Display only when you enter information in the Estimated cost/Labor or /Parts fields.
Estimated completion date and time
Date and time the vendor estimates that the work will be completed.
Approved
If this field has a check, the estimated cost total is approved. Required to post charges to call center work orders unless there is a check in the Allow posting invoice data to work orders without approved estimate field on the Basic Info tab of the Data -> Call Center -> Vendor Invoices screen.
If your approval level is exceeded, another employee with an approval level equal to or greater than the total amount must place a check in this field. The Employee has authority to approve work order estimates up to a value of ___ field on the Authority Info tab of the Data -> Shop Activity -> Setup -> Employees -> Primary Information screen specifies the staff member’s approval level.
If your approval level has not been exceeded, a check automatically displays in this field and the vendor may be authorized to complete the task IDs on the work order. The software cannot approve estimates with a value of 0.00. When an estimate is approved automatically, the user ID and name of the employee who last entered a value in the Estimated cost/Total field displays in the by field.
You cannot place a check in the Approved field on the Basic Info tab of the Data -> Call Center -> Vendor Invoices screen until there is a check in this field.
by
User ID and name of the employee who approved the estimated cost/total by placing a check in the Approved checkbox. If the work order was approved automatically (go to the Approved field), this field displays the user ID and name of the employee who last entered a value in the Estimated cost/Total field. Display only.
Vendor ID
Identifier of the vendor assigned to the work order. Display only from the Basic Info tab. If provided, the vendor name, address (or addresses), and telephone number display to the right of the ID.
Vendor information is recorded on the Data -> Setup -> Organization Structure -> Vendors -> Primary Information screen.