The Work Order Items screen shows a line for each work order item across all events and all service orders. The Work Order Items screen is often used to:
- Complete large groups of work order items
- Enter actual values if the ordered quantity differs from the actual delivered quantity
- Create running quantity amounts for actuals
You can access the Work Order Items screen by clicking on the Work Order Items link from the Main Menu. The Work Order Items screen is one of the most powerful screens in the software. There is a lot of information available to sort, group and filter which allows you to create various views of your data.
Because the Work Order Items screen contains so much information, it is important to use the date, event and department filters options to narrow down the information that shows. If you do not use proper filtering, the screen can take a long time to display the information.
By default, the Work Order Items screen displays all work order items by department for the current date. The columns most commonly shown on the screen are:
- Order – Displays a link to the service order which generated the work order item. You can click the link to open the Edit Service Order screen.
- Item Status – When a work order item is created, it is set to an Open status. Once you have performed the work for the work order item, you can complete the work order item and it is set to a Completed status. Completing an entire work order automatically sets all the work order items for the work order to a Completed status.
- Event – Displays a link to the event for the work order item. You can click the link to open the Edit Event screen.
- Description – Description of the work order item.
- Start Date and Start Time – The start date and start time for the item. This is based on the service order item date and time.
- Units – The quantity ordered for the service order item. You cannot edit the ordered units from this screen. To update the ordered units, you must update them on the service order item directly. You can do this on the Edit Service Order screen or the Edit Service Order Item screen.
- Entry Units – If the actual units delivered differs from the ordered units or if there is a running total for an item that remains open (such as consumption throughout the day that is recorded at different points during the day), then you enter the actual values into the Entry Units column. When you enter a value into the field and save, the Actual Units column is updated with value or the entered value is added on if there is an existing value in the Actual Units column.
- Actual Units – Displays the current count of actual delivered items. When the work order item or the work order is completed, the Actual Units is used when the order is invoiced. This can be different than the value in the Units column if more or less items are delivered than what is ordered.
- Complete – When checking the Complete check box and saving, the selected work order item is completed and set to a Completed status. This is done when the work order item is delivered. If no Actual Units exist for the item and the Complete check box is checked, the Entry Units field defaults to the value in the Units field.
There is also a Check All button located at the top left of the screen. Clicking this button checks the Complete checkbox for all the displayed work order items. Click Save at the bottom of the screen to complete multiple work order items at one time. When using this feature, the Entry Units field defaults to the values as described above for the Complete checkbox.
The Work Order Items screen also displays certain work order item lines in bold text, blue or green text.
- Bold Text – Work order items in bold text are package headers. A package header is the description of the package. Checking the Complete check box on a package header automatically checks the Completed check box for the package items contained in the package.
- Blue Text – Work order items in blue text are package items.
- Green Text – Work order items in green text are substitute package items.
When a work order item is selected on the left side of the screen, additional work order item details will display on the right side of the screen, such as Notes for the work order item or any Documents related to the work order item.
Display Notes on the Work Order Items Screen
You can view work order item and service order item notes on the Notes tab of the Work Order Items screen, but you can also view these notes directly on the Work Order Items screen. Displaying these notes is helpful in creating on-screen reports that include all the necessary information for the work order item.
To view work order item notes on the Work Order Items screen:
- Click the Work Order Items link from the Main Menu. The Work Order Items screen opens.
- Right-click on the column headers and select Show Columns. The Column Settings screen opens.
- Select the Item Notes column in the Available section of the screen.
- Click the green plus (+) sign to move the column to the Selected section of the screen.
- Click OK. The Work Order Items screen displays the work order item and service order item notes for each item on the screen.
You can also select which notes show in the column by adding the Note Class and Note Sensitivity filters to the Work Orders screen. If these filters are not available, click the Edit Layout link and add the fields to the search area.
It is recommended that you use the Note Class and Note Sensitivity filters when you display notes. The Work Order Items screen displays a lot of information and it can take a long time to load if the information is not filtered properly.
Make sure you save your view with the Item Notes column and your desired filters so it is always on your Work Order Items screen.
Work Order Item Security
Allow Access To Work Order Status By Department
This access privilege controls who can view the work orders on the Work Orders screen by department. Roles/users assigned to the privilege can view work orders for the departments they are assigned on the Assign Details screen. Any roles/users not assigned to the privilege cannot see the works orders for any department. Any roles/users not assigned a specific department cannot see the work orders for that department. Any roles/users not assigned to the privilege cannot see any work orders. If no roles/users are assigned to the privilege, it is considered inactive and all users have access to all departments' work orders.
Allow Editing Of Work Orders
This access privilege controls who can edit work orders. Any roles/users assigned to this privilege can edit work orders. Roles/users not assigned to the privilege are unable to edit work orders. If no roles/users are assigned to the privilege, it is considered inactive and all users can edit work orders.
Work Order Completion
This access privilege controls who can complete work orders. Any roles/users assigned to the privilege are able to complete a work order. Roles/users not assigned to the privilege are not able to complete a work order. If no roles/users are assigned to the privilege, it is considered inactive and all users can complete work orders. This option does not include completing work order items, only the work order as a whole.
Work Order Item Completion
This access privilege controls who can complete work order items. Any roles/users assigned to this privilege can complete a work order item. Roles/users not assigned to the privilege are not not able to complete a work order item. If no roles/users are assigned to the privilege, it is considered inactive and all users can complete any work order item. This access privilege does not include completing work orders, only the individual work order items.
Comments
14 comments
Is there a way to get the function start time available in this area? We need to pull that into one of our views for catering.
Many thanks
Nancy
0 upvotes
Hi,
Currently the only thing that is available is the function header that contains the start time as part of the full header information. There is a start time column that is specific to the item though. Maybe you could use that? In a lot of cases that might be the same.
If that doesn't work please enter an enhancement request for the function start/end time to be added to the screen so we can review it for you.
Thanks,
0 upvotes
Actually the Function end time is already available; isn't strange that the Function start time isn't? How long will it take to get this added once I submit the request for an enhancement?
Cheers
Nancy
0 upvotes
Hi Nancy,
Product Management reviews all enhancements and determines if and how we can add them to the software. I am not able to provide you a timeline for a specific item without their review and insight. The best approach is always to add a ticket for it and we go from there.
Thanks!
Barbara
0 upvotes
I love the Work Order Items screen!
In v19 there is a checkbox at the bottom to determine if the Work Order itself will be marked as complete once all WO Items are complete. I cannot see this in v20 and wondered whether this was just the standard behaviour.
0 upvotes
Hi Sean,
In v20, organization parameter AA 933 (Automatically Complete Work Order when Completing Last Open Item) is used so users don't have to depend on the checkbox setting on the screen.
Thanks,
Maggie
0 upvotes
Thanks Maggie,
So I have to ask (it has troubled me for a very long time and I've never raised it). how come I do not have Org Parm AA933 in my DB yet when I press the Update button it is not added and I am told there are no missing parameters?
My DB clearly knows about this (and all the other missing) parameter as when I add it, the note is automatically displayed.
Additionally, there are parameters that I know are retired and these are also not removed. Can we please have the 'Update' process checked and fixed?
Thanks.
0 upvotes
Hi Sean,
Please enter a case with our Client Care Team so they can review it in more detail.
Thanks,
Maggie
0 upvotes
Is there a specific field that the software looks at to determine which work order item lines are bolded, blue'd or green'd? I have a request from a user that would like to have substitute package items (Green on the work order item screen) be bolded on a report. I was curious if there was a column/table that housed this information for me to run an "if" statement on?
Thanks,
Joe
0 upvotes
Hi Joseph,
I think these properties are hard coded for the on-screen display. Bold is for package headers, blue is for package items and green for substitutable package items (going from memory here so that might not be in the right order)
In order to customise these yourself on a Crystal Report, I typically create a formula called IsPackageItem with the formula if {ER101_ACCT_ORDER_DTL.ER101_ORD_LINE} <> {ER101_ACCT_ORDER_DTL.ER101_LIN_NBR} then True else False
Then on your item description field, go into the Format Field option | Font tab and select the formula icon next to Style. Then enter the formula if {@IsPackageItem} then crBold else crRegular
0 upvotes
A bit off topic... but a little time (and sanity) saving tip for you Sean (and others); In Crystal (and in fact many other languages) an equality expression- like;
{ER101_ACCT_ORDER_DTL.ER101_ORD_LINE} <> {ER101_ACCT_ORDER_DTL.ER101_LIN_NBR}
Returns a boolean (true or false). Hence;
if {ER101_ACCT_ORDER_DTL.ER101_ORD_LINE} <> {ER101_ACCT_ORDER_DTL.ER101_LIN_NBR} then True else False
Can be simplified to;
{ER101_ACCT_ORDER_DTL.ER101_ORD_LINE} <> {ER101_ACCT_ORDER_DTL.ER101_LIN_NBR}
This doesn't look much easier at first, but you will notice huge improvements when working with complex logic (especially in conjunction with multiple and/or comparisons).
Similarly if you have a boolean parameter "Show Summary Only" which you're using to conditionally suppress the detail section of the report you don't need to say;
if {?Show Summary Only} = true then true else false
You can just say;
{?Show Summary Only}
Hope that makes some sense.
0 upvotes
Thanks Lee,
Yes, I always simplify the use of the formula (eg suppress condition = {?Show Summary Only}) but I mainly use the longer version when evaluating (eg if {ER101_ACCT_ORDER_DTL.ER101_ORD_LINE} <> {ER101_ACCT_ORDER_DTL.ER101_LIN_NBR} then True else False) to make it clear to any others that may read my logic afterwards.
I have found that people tend to understand and grasp the longer version a little easier than the simplified version but indeed you are correct.
0 upvotes
I setup a view for our operations folks to anticipate their linen needs. I've selected all the Linen resources, but I'm noticing that packages/setups that have linen resources within them are not showing up. This seems odd to me - shouldn't all the resources show regardless of it's part of a package or not? Am I missing something? On v30.96C
0 upvotes
Hey Chris,
For those packages/setups, are you expecting to see the entirety of the package (all details)? Or just that package/setup header and the associated linen package detail?
Jake Griesenauer
Product Manager - Orders & Operations
0 upvotes
Please sign in to leave a comment.