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This text refers to program version 4.2  

Operations Menu - Create Work Sheet

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 Work Orders using this function. This second method makes it easy to create the link back from the Work Sheet to the Work Order, a link that is essential for the efficient invoicing of the repair.

When you select this function, a new record is created in the Work Sheet register and is 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.

The Employee and Customer information is already completed, taken from the Work Order. You should then add Items for labour and any spare parts that you have used to complete the repair.

On flip B, you should relate each Work Sheet row to the item of equipment being repaired (known as the "Main" item), i.e. to an item on the Work Order. If there is only one item on the Work Order, this will happen automatically. Otherwise, you should do this by specifying the Serial Number of the Main Item in the Main Serial No field. You can use 'Paste Special' to open a selection list showing the Serial Numbers of Main Items on the Work Order. Once this is done, the Item Type (warranty status or otherwise) is brought in automatically, but can be changed for this Work Sheet.

When you approve and save the Work Sheet, Work Sheet Transaction records will be created (one for each Work Sheet row). These will be used to create Invoices for the time spent and spare parts used. 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 any Stocked Items have been used in the Work Sheet.

You can create Work Sheets in advance of the work being carried out. In this case, it may be that the spare parts specified on the Work Sheet are not in stock. In this circumstance, you should not approve the Work Sheet immediately, because of the consequences on stock levels described in the previous paragraph. Instead, you should raise a Purchase Order for the spare parts required using the 'Create Purchase Order' function on the Operations menu of the Work Order.

There is no limit to the number of Work Sheets that can be created from a particular Work Order, but Work Sheets cannot be created from Work Orders that have been marked as Cancelled or Finished. Also, the function will not create a Work Sheet if there is no valid record in the Number Series - Work Sheets setting. This problem will usually occur at the beginning of a new year.

For a full description of the Work Sheet register, please refer to this page.

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