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Add Work Order: Header Field Descriptions
TIP: Many of the prompts in the work order header can be skipped by turning off the corresponding switches in the system parameters. Refer to the table for prompts that can be skipped to simplify and speed up the WO creation process.

NOTE: The default values can be modified (or deleted) at any time by positioning the cursor in the field to change. Turning off the mentioned switches to eliminate the prompts works great if the default values are modified infrequently. However, if the default is overridden most of the time, it is best to be prompted for that information while creating the work order.

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• Shop ID (SSM, switch 17): Accept the default shop ID or enter up to three characters to assign the work order to a specific shop. This shop code might be the equivalent to a "bay" in the shop or an area of the shop (e.g., paint bay or tire shop). Some work order reports allow the option of limiting the output to a specific shop. Be consistent and use the same abbreviation or description when entering shop IDs so the groupings come out as intended. The default shop ID field is assigned in the facility record (MFM).
• Priority Code (SSI, Miscellaneous I tab, switch 36): Accept the default priority code or select a priority code from the drop down list. Priority codes help you to prioritize and schedule the shop. Open work order lookup lists are always sorted in priority code first and then by work order number so that work orders with the highest priority always display at the top of the list. The default priority code is assigned in the facility record (MFM).
• Reason Code (SSM, switch 39-part 1): Accept the default reason code or select a reason code from the drop down list. Reason codes help you in tracking how many work orders were due to a specific problem in the fleet. Perhaps there is an abusive driver and more work orders are a result of bad driving habits. Perhaps a specific route is rougher on vehicles and therefore generates more work. Whatever the case, the use of reason codes can help you key in on any potential issues. Reason codes are user-definable (SSY). The default reason code is assigned in the facility record (MFM).
• PM Due Status: Review the information shown to see if PMs are due, due soon, or past due. To add a PM job to the work order, double-click on the PM due line. If a PM work order template has been assigned in the vehicle PM record (MVM), you'll be prompted to use that template. Choose Yes to create work order lines according to the template. Choose No if a PM template was not assigned; the system will use the VMRS code from the vehicle PM record. The work order number is displayed here once the PM has been added to a work order.

Add Work Order Lines

Add Work Order: Add Line Field Descriptions
After the work order header information has been added, the next step is to add the work order lines. The work order lines indicate the type of job that is to be performed on the vehicle. If several jobs need to be done, add several work order lines indicating what each job is. If a job has previously been deferred, the Deferred Job Listing window appears and displays any deferred jobs for that vehicle. NOTE: This feature is not available in batch work orders.
To select a job or group of jobs, highlight the desired job(s) and choose Flag/Unflag. A Y will appear in the USE column indicating the job has been flagged. Choose OK to add the flagged job(s) to the new work order.
The Add Line window appears next prompting for the following information…

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• Repair Type Code: Select a repair type code from the drop down list to identify the type of repair to be performed by the mechanic. These codes are user-definable (SSY). The estimated hours to complete the job and how the costs are categorized may vary depending on the repair type code selected. Refer to the following table for details.

  Code No.	Code Abbr.	VMRS Est. Hours From…	Description
  1	CHK	CHECK	Used for doing inspections or quick checks on a certain problem or part.
  2	RPR	REPAIR	Used for doing repairs in certain areas or parts.
  3	REP	RPLC 1 – 5	Used for replacing parts. The VMRS code contains five default replacement times. The replacement time that gets used is determined by the vehicle difficulty factor. Vehicles can have a difficulty factor ranging from 1 – 5 for various repairs.
  4	DAM	RPLC 1 – 5	Used for jobs due to damage or accidents as opposed to jobs from normal wear and tear. The system tracks the costs posted to these jobs in the regular cost categories (parts, labor, etc.) and also in a separate category for accident costs.
  5	PM	RPLC 1 – 5	Used for doing preventive maintenance jobs.
  6	OUT	RPLC 1 – 5	Used for jobs done by another company. The system tracks the costs posted to these jobs in outside cost categories.
  7-10	USER-DEFINED

   

  N/A

  
  NOTE: If a repair type of OUTSIDE is selected, you'll be prompted only to enter the vendor number, PO number, and cause code and none of the other fields described hereafter.

• Vehicle Status: Status of the vehicle related to this specific repair. This may be used to determine the overall status of the vehicle. See the Vehicle Status section for details.
• Cause Code (SSM, switch 39-part 2): Select a cause code from the drop down list. Cause codes allow you to track the cause for the repairs-driver reports, accidents, PMs, etc. These codes are user-definable (SSY).
• Job Account: Type an account number or select one from the lookup list.
• Part Kit (SSI, Miscellaneous I tab, switch 34): Accept the part kit shown, assign a new part kit number, or press F1 to select a part kit from the lookup list. When a part kit is assigned to a job, a parts pick list can be printed to quickly identify and locate the parts needed for the job. Refer to "Part Kits" for additional information.
• Estimated Time (SSI, Miscellaneous I tab, switch 42-part 2): Accept the estimated hours shown or enter a different time estimate to complete the job. The estimated hours shown varies depending on the job (VMRS code), repair type code, vehicle class code, and the vehicle difficulty factor. Refer to "How the System Determines the Estimated Time for a Job" for additional information.

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