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Create Menu - Quotation - Work Sheet

This page describes the 'Work Sheet' function on the Create menu in the Quotation record window. If you are using iOS or Android, the 'Work Sheet' function is on the + menu.

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The Work Sheet is the mechanism by which the time spent and the spare parts used in a repair are registered against a Service Order. You can enter Work Sheets directly to the Work Sheet register or you can generate them from a Work Order or a Service Order. If you need to quote a Customer for a repair, you can create a Quotation from a Service Order and then create the Work Sheet from the Quotation.

To create a Work Sheet from a Quotation, first open the Quotation in a record window and then select 'Work Sheet' from the Create menu (Windows/Mac OS X) or + menu (iOS/Android). A new record will be created in the Work Sheet register in the Service Orders module and opened immediately in a window entitled 'Work Sheet: Inspect'. This means that it has been created and saved and is being opened for amendment and approval.

Customer and Item information will be copied from the Quotation to the Work Sheet, and the current user's Signature and name will be placed in the Employee and Employee Name fields.

On flip B of each Work Sheet row, the Items will have been related to the item of equipment being repaired (known as the "Main" item), i.e. to an item on the Service Order. If there is more than one Main item on the Service Order, you may need to link the Items in the Work Sheet to a different Main item. To do this, enter the Serial Number of the correct Main Item in the Main Serial No field in each row as appropriate. You can use 'Paste Special' from the Main Serial No field to open a selection list showing the Serial Numbers of Main Items on the Service Order. The Item Type (warranty status or otherwise) will be brought in automatically, but you can change it for in an individual Work Sheet.

If the spare parts specified on the Work Sheet are not in stock, you can create a Purchase Order from the Work Sheet by selecting 'Purchase Order' from the Create menu.

When you have carried out the work, mark the Work Sheet as OK and save. Work Sheet Transaction records will be created (one for each Work Sheet row). These Work Sheet Transactions will be used to construct the eventual Invoice for the time spent and spare parts used. If the Update Stock box on the 'Date' card of the Work Sheet is ticked, stock levels of any Stocked Items (i.e. spare parts) will be amended. If you have determined using the Sub Systems setting in the Nominal Ledger that cost accounting transactions are to be created from Work Sheets (i.e. you are maintaining a stock value in the Nominal Ledger), a stock Transaction in the Nominal Ledger will also be raised if you have used any Stocked Items in the Work Sheet.

There is no limit to the number of Work Sheets that can be created from a particular Quotation. If the function does not create a Work Sheet, the probable causes are:

  1. The Quotation was not created from a Service Order (i.e. the Serv. Ord. No. field on the 'Price List' card of the Quotation is empty).

  2. There is no valid record in the Number Series - Work Sheets setting (in the Service Orders module). This problem will usually occur at the beginning of a new year.
Please refer here for a full description of the Work Sheet register.

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The Quotation register in Standard ERP:

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