Work Order Item Actuals

Actuals are created when a work order item or an entire work order is completed. You can have actuals that are the same amount as the ordered units or you can have actuals that are more or less than the ordered units.

Work order item actuals are usually entered on the Work Order Items page using the Entry Units column. You can also enter actuals from the Work Order Items tab on the Events page, the Work Order Items tab on the Work Orders page or the Actuals tab on the Edit Service Order page. The below steps use the most common workflow of entering them from the Work Order Items page.

  1. Click the Work Order Items link from the Main Menu. The Work Order Items page opens.
  2. Select the item for the actuals.
  3. To enter the actual unit, chose one of the below:
    • If the actual units are the same as the ordered units, check the Complete check box. When the Complete check box is checked, the Entry Units field defaults to the units for the work order item.
    • If the actual units differ from the ordered units, enter the actual units into the Entry Units field. After you enter the value into the Entry Units field, you can check the Complete check box for the item if it is ready for completion.
  4. Repeat step 3 for all work order items that need actuals entered.
  5. Click Save.

If all the items on a work order have the same actuals as the ordered units, you can complete the work order from the Work Orders page and all the work order items are automatically completed using the ordered units as the actual units.

Edit or Delete Actuals

You can update or delete actuals if they were entered in error. You can update or delete actuals if the:

  • Service order for the work order is not invoiced
  • Work order is open
  • Work order item is open

To open a completed work order, see Open a Completed Work Order.

Edit an Actual

  1. Click the Events link from the Main Menu. The Events page opens.
  2. Select the event with the actuals to edit.
  3. Right-click and select Edit -> Edit. The Edit Event window opens.
  4. Select the Service Orders tab.
  5. Select the service order with the work order actuals you want to edit.
  6. Right-click and select Edit -> Edit. The Edit Service Order window opens.
  7. Select the Actual tab. 
  8. Enter the new units into the Order Units field for each actual you need to update.
  9. Click the Save (disk) button.

Delete an Actual

  1. Click the Events link from the Main Menu. The Events page opens.
  2. Select the event with the actuals to delete.
  3. Right-click and select Edit -> Edit. The Edit Event window opens.
  4. Select the Service Orders tab.
  5. Select the service order with the work order actuals you want to delete.
  6. Right-click and select Edit -> Edit. The Edit Service Order window opens.
  7. Select the Actuals tab.
  8. Select the item(s) to delete. Use Ctrl+Click or Shift+Click to select multiple items.
  9. Right-click and select Delete Actuals.

When the actual item is deleted, if the work order for the item is closed, it is reopened. You need to complete the work order again before closing the order.

Security

The following security is enforced when working with actuals:

  • Allow Editing of Work Orders
  • Allow Opening of Work Orders
  • Allow Edit/Add of Service Orders
  • Edit/Delete Service Order by Status

Related articles

Comments

9 comments

Date Votes
  • Permanently deleted user

    I'm looking to delete actuals entirely, not zero them out. We are able to do this in v19 in order to then cancel an item to remove it completely from an invoice. These instructions only explain how to zero out the actuals but the system does not then allow me to use the cancel item checkbox. My only option after zeroing out is to complete the item. Why is this?

    0 upvotes

  • Barbara Key

    Hi Melia,

    once you zero it out you can then delete the actual item from the actual tab on the order. The good news is that starting in 20.9 this can all be done with just one new button and you will be able to then delete actuals with just one click.

    Thanks,

    0 upvotes

  • Shane T

    Hello,

    How do I remove actuals on Registrations Orders?  None of the above seems to apply, and I cannot find anything specific to actuals on registrations orders.  I looked up the order under Work Order and Work Order Item, but there is no tool or editable area for Actuals in v30.98F.

    Thanks

    0 upvotes

  • Shae Straker

    Hi Shane,

    It is a slightly different process to cancel actuals attached to a registration order item.

    If you have time I'd be happy to have a Teams meeting with you to show you how, alternatively you can reach out to me on my email: Shae.Straker@mca.com.au and I can send you some documentation I wrote for my team on this process.

    Best wishes, Shae

    0 upvotes

  • Shane T

    Hi Shae,

    Thanks for reaching out, I would be grateful if you could share documentation of how to cancel actuals on a registration order item!  I sent you an email last week, let me know if you didn't receive it.  Alternately if you could post documentation here that would be awesome.

    Thanks again, Shane

    0 upvotes

  • Shae Straker

    Hi Shane,

    I have sent you an email with the guide.

    Best wishes, Shae

    1 upvotes

  • Shane T

    Thank you so much Shae, your guide worked like a charm! :)  Take care, Shane

    1 upvotes

  • Crystal Mureta

    Hello! I'm running into an issue where Entry Units don't work for package components, they only work for the package header. Can you please advise how I can enable this functionality? Thanks so much! -Crystal

    0 upvotes

  • Crystal Mureta

    I have another question - the "Actual Local Unit Charge" field doesn't show 2 decimal places. How can we set this to display correctly? For example, if the charge is $4.00 it appears just as "4". The other charge fields appear to display correctly with 2 decimal places, but this one looks off. Thanks again!

    0 upvotes

Please sign in to leave a comment.