Workshop Order Billings Workshop Order Billings: Workshop Billing can only be run once a Workshop Order in completed status has had all AP, JC and/or Timecard costs integrated from CMiC and have been Allocated to the Workshop order after which the Workshop Order has been saved in Finalized status.  Workshop Billing will be integrated to CMiC as a Monthly Billing.  Monthly Billings will either run automatically on the scheduler for all yards, on a specified day of the month or run manually at the request of the Financial Manager. By Contract: In the case wherein’ the Project needs a Workshop Order Billing to be run “real time” for a specific Workshop order (for example if a repair occurred after monthly billing is run but should be included in the current period billing) you could run it for a specific contract (Workshop order #) and contact your System Administrator to manually run integration to CMiC so it posts in current period. Workshop Billing Steps (Monthly): STEP 1: Click Billing / Approvals STEP 2: Click Billing STEP 3: Click Workshop Billing STEP 4: Click Create New STEP 5: Cut-Off Date:  Enter the month end Cut-off date (the month you would like it to be billed through) STEP 6: Workshop Bill by: Leave default as All STEP 7: Transaction: Leave blank for All STEP 8: Branch: Leave default of your branch STEP 9: Bill Date: Use "CMiC Post Date" for period of this Billing STEP 10: Selection criteria: Leave blank for All STEP 11: Contract: Leave default of 0 for All STEP 12: Click Save to start the billing run STEP 13: Click Yes STEP 14: Click Yes STEP 15: Click the X in the upper right hand corner to close NOTE: The Workshop Billing screen will close and launch Workshop billing.  Billing records will be calculated and the system will integrate to CMiC on the scheduler or when manually run.  Note:  If you need a billing integrated to CMiC right away, contact your system administrator.

Workshop Order Part 1 Budgeted Costs to Service Completion NOTE: Workshop orders are generated either manually from the Workshop Order application or automatically from scheduled service action processing . This document will walk you through creating a workshop order (without scheduled service) from the Workshop Entry screen.   Workshop orders are used to track time and materials for repairs on equipment.  When creating a new Workshop Order you are essentially assigning it the “Budget”, Actual Costs come into the Workshop Order via CMiC from selecting the Equipment WO # in Timecard Entry, Accounts Payable or when a JC Journal Entry is done as a correction for cost that was inadvertently not coded to the existing workshop order.  Journal Entries credit the cost from Phase/Category and debit same cost to Phase/Category/Workshop Order # so the actual cost will then integrate into Rental Results.    Service types fall into two (2) Categories.  Billable to a job or Non Billable in which case all costs are absorbed by the Yard OH.  You will use the same Workshop Order entry process for either type whether you are Billing back to a Job or charging the Yard OH Business Unit.  The only difference being the Billable to the Job will require Workshop Order Billing to be run during month end billing process to generate the Bill. Service Types default to Billable and Not Billable as shown below and will likewise determine whether to generate invoice or not generate invoice accordingly. STEP 1: Click Asset Ops STEP 2: Click Workshop Entry STEP 3: Click New STEP 4: Enter the Asset Item code that is being serviced/repaired STEP 5: If you know the E-code enter it here or use the E-code search icon to search and select. NOTE: Not all assets have e-codes, if no e-code is listed then leave this field blank. NOTE: Holding Status: If the Asset is E-coded Holding status will display if item is on rent or off rent.  If the item is On Rent or just Returned status, the system will default Project/Account to the Project the item is related to. STEP 6: Choose the Service Type by clicking the magnifying glass STEP 7: Click the type of Service you are going to do NOTE: Refer to the Billable/Non-Billable Service types chart above.  This will determine whether the Service is invoiced to the project or costed to Yard OH STEP 8: Click OK STEP 9: Enter any notes that may be relevant to this service STEP 10: Enter the date you have scheduled for service to occur STEP 11: Click OK STEP 12: Click on Worksheet Tab STEP 13: On Details tab, enter your mechanic if you have one STEP 14: For Progress status, accept default of Pending NOTE: While you can manually select status’ in this field, Progress Status will set Worksheet to “In Progress” based on the Start date and will set Worksheet to Completed based on the Completion date automatically.  If needed there are other status’ that can be set manually such as Waiting for Part to describe the incomplete status STEP 15: Choose your Workshop Type NOTE: Internal:  If this service is being done in the yard, accept default of Internal.   External:  If this service is being sent out for repair to a vendor change type to External.  OffSite:  If this service is being done at the project site change the type to Offsite. STEP 16: Click on Worksheet Description Tab STEP 17: Enter the title of the service STEP 18: Enter further details regarding the work STEP 19: Click Lines tab STEP 20: Click Add STEP 21: Click the Iten Code magnify glass (if you have the codes memorized, you can just type it in and skip Steps 22-24) STEP 22: Type Repair in the Search Pattern STEP 23: Choose the description for your service STEP 24: Click OK STEP 25: Enter the Work Date STEP 26: Enter the project for where this service is being billed. NOTE: If it is being billed to the project, then choose that project.  If it is being billed to OH then choose your OH project STEP 27: Enter the phase/category for where this service is being billed. STEP 28: If it is an Hours Item code, enter the number of hours to complete the service STEP 28: If it is a Parts Item code, enter 1 STEP 29: If it is an Hours Items code, enter the rate per hour of the person completing the service STEP 29: If it is a Parts Items code, enter the total amount you expect it to cost for the parts.   STEP 30: Click Allocate STEP 31: Choose how the service will be completed NOTE: Inventory:  Used for Internal Labor (qty of hours) and/or Parts (1 lumpsum) Third party:  Used for third party Labor and/or Parts (1 lumpsum) Purchase order:  Used for any third party with whom there is a Purchase Order generated within Rental Results.  Creating Purchase Orders in Rental Results is optional so if not using the PO module, use Third Party option. STEP 32: Click OK STEP 33: Click Close NOTE: Lines tab grid will reflect the service you added.  Quantity field will display green meaning you have allocated the quantity of the service.  If Quantity displays red, this means the quantity for that service has not been allocated Repeat Steps 20-33 as needed to add multiple service types (e.g. Labor, Parts etc) NOTE: The Auto Allocate function should only be used if the line you want to allocate should go to Inventory (Internal).  It does not auto allocate to third party or purchase order.  It is recommended that you manually allocate each line. STEP 34: Click Adresses Tab STEP 35: Click Contract Tab STEP 36: if this equipment is on rent or just returned the Contract tab will be populated.  If it is not populated and you want to reference a contract against the job or if you are servicing it out at the job, Enter the Document number or if unknown, use the search icon to search/select.  This will populate with the information from the Contract/Job you are billing against.  Otherwise leave Document field blank NOTE: Regardless of whether or not there is a Contract associated with this workshop order, Project and Phase fields are REQUIRED for integration to CMiC STEP 37: Enter/Search project code STEP 38: Enter/Search Phase/Category STEP 39: Click Billing Address tab NOTE: Billing Address defines how the actual cost for this service will be charged.  If the service is Billable, Billing address should reflect the Job/Project to generate the Invoice to the Project.  If the service is Non Billable, Bill Address should reflect the Yard Overhead Job/Project # (Business unit) to             absorb the cost of the service and it will not generate an Invoice.  In either case, Billing Address needs to be entered regardless of Billing type. STEP 40: Enter the Project/Account Number that will be absorbing the cost of this service.  For Billable service, use Project/Job # for Non Billable service use the Overhead Project/Job # STEP 41: Click Yes STEP 42: If you are NOT starting this service today Click the [Save] icon and close your workshop order.  You can recall this workshop order to update actual dates of service when you are ready.  If you are starting the service today, click the Dates tab. If you are starting the service on a future date, recall your workshop order and then go straight to the Dates tab.  STEP 43: Click Save STEP 44: Click Yes STEP 45: Choose your output option NOTE: You might want to print out the WSO for your repair person so they can mark how many hours they worked on it so that it is easy for them to connect what they worked on to the correct WSO.  This will make it easier for them to complete their timecard since they will need to choose the WSO #              for each line if cost is being billed to a project and not just to OH STEP 46: Click Close

Workshop Order (Part 2) Actual Costs to Finish NOTE: This document assumes you have an existing Workshop Order with Budgeted Costs in Completed Status and Actual Costs have been integrated to the workshop order from CMiC.  (If you have not yet entered your workshop order and completed the service/repair please use the Workshop Order Part 1 Budgeted Costs to Service Completion document.)  Whether your Workshop Order is Billable to a Project or is Non Billable costs to be absorbed by Yard OH the Actual Costs come into the Workshop Order via CMiC.   This is done one of 3 ways:   CMiC Timecard:  When a timecard is entered into CMiC time/costs spent on a workshop order can be applied to that workshop order by using the Equipment WO field and selecting the workshop order number. Once Timecards are posted in CMiC these transactions will then integrate over to the Rental Results Workshop Order as an actual cost line(s).  CMiC Accounts Payable/Imaging:  When an invoice comes into imaging and is directed to the “coder” AP costs associated with a workshop order can be coded to that workshop order by using the Equipment WO field and selecting the workshop order number.  Whoever is coding invoices will need to know the workshop order number to apply the AP actual Cost against.  Once AP invoice is posted in CMiC  these transactions will then integrate over to the Rental Results Workshop Order as an actual cost line(s).  CMiC Job Cost:  When a workshop order cost has come in using either of the above two (2) methods and was inadvertently not applied or coded to the workshop order.  Your financial manager can do a JC Journal entry to move the cost out of the phase/category and move it back into the phase/category/Equipment WO.  Once the Journal entry has posted, this transaction will then integrate over to the Rental Results Workshop Order as an actual cost line(s). This document walks you through allocation of Actual Costs after integration to Finishing (and closing) the Workshop Order in Rental Results. Workshop Order Actual Costs to Finish STEP 1: Click Inquires STEP 2: Click Click Workshop Order Inquiry STEP 3: Enter the workshop order number you are inquiring on STEP 4: Click the red magnifying glass in the lower left of the window to display selected workshop order details.  The document movements inquiry displays STEP 5: If not already highlighted, highlight the document row for the workshop order you are inquiring on STEP 6: Click the red magnifying glass in the lower left of the window to display selected workshop order details STEP 7: Click Worksheet tab STEP 8: Click Worksheet Lines tab NOTE: The Worksheet lines grid will display both the Budgeted Qty and Cost (outlined in Blue) entered on the Workshop Order as well as any CMiC Actual Qty and Cost (outlined in Red) that was coded to the Workshop Order.  If you are billing a Project, the billing uses only the Actual Qty and Costs STEP 9: Validate ALL CMiC Actual Costs have integrated to the Workshop Order. If all actual costs are displayed, continue through the end of this document.  If not, follow the instruction below to close out of Workshop order inquiry and do not continue until such time as you can validate that all actual costs have hit the workshop order.  All CMiC Actual Costs must have integrated into Rental Results prior to Finishing (closing) the Workshop Order STEP 10: Click Close STEP 11: Click Close STEP 12: Click X in upper right hand corner STEP 13: Click Asset Ops STEP 14: Click Workshop Order STEP 15: Enter Your Workshop Order # STEP 16: Click the Worksheet tab STEP 17: Click the Lines tab NOTE: In the Quantity column you will see the Budgeted Items are displayed in Green meaning the Budgeted Quantities have been allocated and the Actual Cost is displayed in Red meaning the Actual Cost has not been allocated STEP 18: Choose the first Actual Cost Row with quantity displayed in Red STEP 19: Click Edit NOTE: Notice Budgeted Cost is 0.00 and Price is populated with Actual Cost STEP 20: Click Allocate STEP 21: Choose how the service will be completed NOTE:There are three(3) options to allocate the actual quantity.  Enter the actual quantity in the appropriate field as defined below:Inventory:  Used for Internal Labor (qty of hours) and/or Parts (1 lumpsum) Third party:  Used for third party Labor and/or Parts (1 lumpsum) Purchase order:  Used for any third party with whom there is a Purchase Order generated within Rental Results.  Creating Purchase Orders in Rental Results is optional so if not using the PO module, use Third Party option. STEP 22: Click OK STEP 23: Click Close STEP 24: Repeat Steps until all line are showing green, meaning they have been allocated (e.g., Labor, Parts etc) NOTE: The Auto Allocate function should only be used if the line you want to allocate should go to Inventory (Internal).  It does not auto allocate to third party or purchase order.  It is recommended that you manually allocate each line. STEP 25: Once all Quantities are allocated (Green), Click the Finish (hand) icon to Finish the current workshop Contract. STEP 26: Click Yes STEP 27: Choose your output option STEP 28: Click X in upper right hand corder to Close

How to change the Service on a Workshop Order Scenario:  You created a WSO assuming it would be billable to a project, but somewhere along the way you decide that it is not billable and need to change the "Service" type STEP 1: Choose Asset Ops STEP 2: Choose Workshop Entry STEP 3: Choose the WSO you want to change STEP 4: Click Swap Service Code Icon STEP 5: Click the magnifying glass next to New Service ID STEP 6: Choose new Service Code STEP 7: Click OK STEP 8: Click OK STEP 9: Click Save and Close STEP 10: Click Yes STEP 11: Type the Reason for Change STEP 12: Click Ok