Create Actuals for Service Orders by Posting Timesheet Entries

How do I create actuals for service orders using timesheet entries?

The use of this functionality requires that the Personnel module be licensed.

For details on creating skills, please see items one through five of the knowledge base article “Create and Assign Skills in the Personnel Module."

  1. Assume that a service order has been created. The order calls for specific skills at specific times.  The Actuals tab has no records.
  2. Make a note of the event ID, the function containing the service order you are creating actuals for, that function usage, and the order.
  3. Navigate to the Timesheet Batches screen, click on the Refresh button and then add a new batch by clicking on the green plus sign '+'and filling in the Event ID and the function usage.
  4. Add timesheet entries iteratively to the batch:
    This is done by selecting the employee in the personnel field and filling in the following information:
    --> Start date and time.
    --> Hours worked (filling this out automatically populates the end date and time).
    --> Skill
    --> Order
    --> Line Number
    After the information has been input, click Accept, then select the bold face record and click Apply and then Clear.
  5. Post the timesheet batch.
    • After the timesheet entries have been input, click on OK and Refresh and you should see the batch that you just created. Highlight it and click on the Post icon.
    • Leave the Validate checkbox enabled and click on Post:
    • A confirmation message displays if the batch has successfully posted. Click OK.
  6. Confirm that Actuals have been applied from the posted timesheet entries.
  7. Post the timesheet batch. 

 

Comments

5 comments

Date Votes
  • Sean Tame

    Does this process also Complete the Work Orders?

    0 upvotes

  • Americas Ungerboeck Consulting

    Sean - I checked around with a few people. Consensus is that it will not complete the Work Order.

    Mark F

    0 upvotes

  • Sean Tame

    Thanks Mark,

    In that case, would completing the WO lead to double ups in the actuals?  We are seeing double ups in the actuals.  One line has a batch ID (presumably from the timesheet batch) and the other does not (presumably from the WO completion).

    What is the recommended process to complete/close WO after the timesheet batch has been posted?

    Thanks.

    0 upvotes

  • Americas Ungerboeck Consulting
    • Edited

    Sean - I did get some follow up information in regards to this:

     Actuals are not created for ordered items that have timesheet actuals.  If there are no timesheet actuals though – the complete work orders button will create them.  So there shouldn’t be duplicates but there could be items created where they don’t necessarily intend to if they just use the complete work orders button.

    Mark F

     

    0 upvotes

  • Sean Tame

    Thanks Mark,

    appreciate the follow up.  I'll follow again the exact process the users are following and see if I can nail the cause.

    0 upvotes

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