The Work Order Vendor Repairs frame allows you to track jobs being performed at a vendor as part of the internal work order process. This gives you the ability to monitor which units are being repaired at a vendor and how long they've been there.
When the repairs are complete you can compare the estimated hours versus the actual cost of the repairs. If the work was done under a contract you can see the deduction for the job and the remaining balance.
Tracking Information:
Unit - Enter a unit number and the unit information also displays – VIN and license.
Work Order - Enter the work order number for this unit.
Status and Dates: There are 4 statuses to a vendor repair; build, at vendor, completed and charge work order. The statuses need to be changed as the unit enters each throughout the vendor repair. The final step is to charge the work order so that the vendor repair is closed and the charges made to the work order.
Vendor:
Vendor Number - Enter the Vendor who is to perform the repair.
Contact - Enter the vendor contact.
Phone - Enter the vendor phone number.
Invoice - If applicable, enter the invoice number.
PO - The purchase order number that authorizes the vendor to perform the work. M5 will not generate a purchase order number for vendor repairs. It is recommended to use the work order number as the purchase order number.
Vendor Est. - Vendor estimated cost to perform the work.
Show All Jobs on WO (button) - Click on the button to see all the jobs on the Work Order.
Contract Information:
Number - If applicable enter the Purchasing Contract number.
Awarded - Displays the awarded amount on the contract.
Committed - Displays how much has been spent on contract.
Balance - Displays the balance of the contract.
Job Tracking:
Assigned - Click in the box if the vendor is assigned to do this work.
Job Code - Enter a valid job code for the job the vendor is performing.
Status - Job Status from the work order.
Estimate - Cost Estimate.
Labor Amt - Actual Labor hours.
Part Amt - Actual Part costs.
Misc Amt - Actual Misc. amount.
Tax Amt - Actual tax amount.
Total Amt - Total costs, calculated by the system.
Start this Vendor timing process by entering the Unit, Work Order and Vendor Number. Next enter the Vendor Contact information, Invoice, PO# and Estimate. Select Show all Jobs on WO if desired.
The work order jobs will appear in the Job Tracking area. Select the assigned box for jobs to be done at the vendor. Click on save. The status will become Built and the date and time will be shown. It will stay as Built until another status is selected.
Select the status At Vendor when the unit is delivered to the vendor. When the job is done and the unit is returned select the status Commit. When the invoice is received select the status Charge WO. Enter the cost of the repairs for labor, parts, miscellaneous and tax. Also update any warranty notes that apply. Click on save.
System Flags
5364 - INV_NO Required on WO Main Comm Charge, Comm WO, WO Express, Vendor Repair? (Y/N) - Invoice No Mandatory on Work Order Main's Commercial Charge Tab, Commercial Work Order, Work Order Express and Vendor Repair. Previously, the "Invoice" field was always optional, but adding the value of Yes, it becomes mandatory.
Last Updated: 03/30/2017
NOTE: To view a list of System Flags and Role Privileges that may impact this screen, hover over the screen title in M5 to display the bubble help/tooltip. At the bottom of the bubble help/tool tip, there is a Settings hyperlink. Click that hyperlink to display the list of flags and privileges.
Additional training and technical documents on this subject may be available in the Resource Files area.