Work Order

Work Order

A work order is a contract document between the company and the contractor to execute a work.

A work order primarily consists of description of the work, its unit of measurement, contract rate and executable quantity.

Work order also captures the information like the location of the execution, scope of work, place of the execution and all the statutory information such as GST, TDS. etc.

Main Info

Business Unit: Select the name of Business Unit for which user wants to prepare the work order.

As soon as the business unit is selected, financial year, document type and document date get populated

However user can select the default document type and the financial year at the time of creating work order

Document No: This number will be auto generated when the work order entry is saved

Contractor Name: Enter new contractor name or search for the existing contractor name

Parent Contractor: Parent contractor name is displayed if any

Subject: Subject of work order can be entered here

Scope of Work: Brief description about the scope of the work can be entered here

Remarks: Enter any comments on work order

Commencement Date: Select and enter the commencement date of the work

Completion Date: Select and enter the completion date of the work

Work Type: Select work type if required

Copy Work Order: Click this button to copy the current work order

Payment Term: Click 'Tag Payment Term' to select payment term. The following window will open.

Click 'Create From Master', the 'Add Payment Term' dialog box will open

Payment Term Group

Description: Select payment term group description

Payment Term

Description: Select payment term description

Percentage: Enter payment percentage and click 'Save'

Similarly other payment term can also be saved as shown below

Item Info

Item related information is to be provided under Item Info

A. Create From Activity Master

Find the required activity from "Activity" window.

Activity Detail Info

Unit, Description, Long Description (If any) get populated

If ‘Has Sub-Activity’ is checked then only ‘Order Quantity’ and ‘Tolerance (%)’ will have to be entered.

If ‘Has Sub-Activity’ is not checked then ‘Order Rate’ will have to be entered after putting the values in ‘Order Quantity’ and ‘Tolerance (%)’ fields. Order Amount will be calculated and populated automatically.

Note:

If user adds negative rate in the field of order rate, then the order quantity will remain the same.

Dimension

Sub Project: Search and select sub project. (Data comes from Setup > Sub project Setup > Sub project)

Milestone: Search and select milestone. (Data comes from Setup > Milestone Setup > Milestone)

Budget: Search and select budget. (Data comes from Setup > Budget Setup > Budget Head)

Billing Term

List of billing terms, description, rate and amount will be displayed column wise in 'Billing Term' section.

B. Create from BOQ

Click 'Create From BOQ'

Tag BOQ window will open

Select BOQ(s) in Tag BOQ window and click 'Save'

Activity Detail Info

Click on any row to open Activity Detail Info. Payment Term Group can be selected. Order Quantity, Order Rate and Tolerance(%) can be entered or changed as per requirement.

Dimension

Billing Term

Work Order for Foreign Currency

Main Info

For work order based on foreign currency, user requires to select 'Foreign Currency' check box as shown below.

Currency: Select the required foreign currency

Exchange Rate: Enter the exchange rate of the selected currency

Factor: Select the calculation factor as 'Multiply' or 'Division' as required

Item Info

A. Create From Activity Master

Here Order Quantity and FC Rate (Foreign Currency Rate) are to be specified. Order Rate, Order Amount and FC Amount (Foreign Currency Amount) get populated

Activity Detail Info

Dimension

Click 'Finish' to complete work order entry

Billing Term

Click on GST row to open "GST Info" to update GST details

Notes:

1. A new validation incorporated as while generating a Work Order if we select the Document Type as Service Category then in the Dimension Info, only Accounting Type related Budget Heads will appear against which Project Budget entry exists else not and in the same way if we select the Document Type as Item Rate or Default Category then in the Dimension Info only Construction Type related Budget Heads will appear against which Project Budget entry exists else not.

2. While saving the Work Order system will generate a warning message if GST details not found or not mentioned. Based on the requirement user can ignore the same warning message and save the Work Order or after mentioned the GST details save the Work Order.

3. A new feature incorporated in the Work Order, as in the Edit mode now user can define or Change the Work Type, Completion Date, Note For Approval No, DLP Months details if any depended document not exists against the same Work Order.

4. A new validation has been added in service work order where user will not be able to cancel and short close the service work order in the following conditions:

(i) Cancellation feature via work order amendment will not work if a NSP (Non Stores Purchase) transaction entry exists against the same service work order.

(ii) Short Close feature via work order amendment will not work if a NSP (Non Stores Purchase) transaction entry exists even for a single activity against the same service work order.

(iii) Order value cannot less than NSP value for the same Sub Project, Budget and Order No.

Steps:

Work Order (Where document type is Service Work Order) > NSP (Non stores Purchase) > Work Order Amendment

Case 1: Short Close feature via work order amendment will not work if a NSP (Non Stores Purchase) transaction entry exists even for a single activity against the same service work order.

Service Work Order

Non Store Purchase entry against the same Work Order

Creating Work Order Amendment

If user wants to short close the work order, the following alert message will evoke.

Case 2: Cancellation feature via work order amendment will not work if a NSP (Non Stores Purchase) transaction entry exists against the same service work order.

If user wants to cancel the work order, the following alert message will evoke.

Case 3: Order value cannot be less than NSP value for the same Sub Project, Budget and Order No.

Creating Work Order Amendment

Item Info

If user decreases the order quantity then the following alert message will evoke.

5. A new validation has been incorporated in Work Order where if the same document number has been tagged in any transactions under the Finance or Material module, then user will not be able to Edit or Delete the work order. This feature will be activated even when the entry is in Provisional mode.

Case 1: Work Order is already tagged in Receipt/Payment

Path: Finance > Transaction > Receipt/Payment

Work Order is already tagged as shown below

Construction > General > Work Order

Now if user attempts to delete the same work order then the following warning message will appear.

Case 2: Work Order is already tagged in Indent

Path: Material > Requisition > Indent

Work Order is already tagged as shown below

Now if user attempts to delete the same work order then the following warning message will appear.

Tutorial: Creating Work Order