Utility programs are designed to process or speed up tasks that aren't part of the normal daily, weekly, or monthly routine. Three work order utility programs are available for use.
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The recalculate work order program recalculates and corrects work order totals in the event they are off. The primary reason why a recalculation may be necessary is mainly due to abnormal termination of the software such as a power failure or shutting down the system before completely exiting the RTA program. These scenarios can leave files open, leaving you with a big questiondid question-did everything get posted and updated before the outage? To be sure, it's best to run the recalculate work order utility to make sure work order totals are properly calculated and reported.
- Select System > Utilities > WOs > Recalc Range WOs from the RTA main menu (STWR).
- Enter the starting and ending work order number to recalculate or press F1 to select the work orders from a lookup list.
- Enter a default labor rate (per hour) to use if a labor rate isn't found.
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This program extracts transactions for work orders closed in a specified date range. The transactions extracted are exported to a text file named xworkord.dat, which can be imported into other applications such as accounting or spreadsheet programs.
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When the process is complete, a file named xworkord.dat will be placed in the fleet subdirectory. The file layout is shown in the following table.
Columns | Field Size | Description |
1 – 5 | 5 | Work order facility number |
6 – 12 | 7 | Work order number |
13 – 17 | 5 | Vehicle facility number |
18 – 25 | 8 | Vehicle number |
26 – 34 | 9 | Vehicle life meter reading |
35 – 36 | 2 | Priority code |
37 – 38 | 2 | Reason code |
39 – 41 | 3 | Shop code |
42 – 46 | 5 | Customer facility number |
47 – 56 | 10 | Customer number |
57 – 69 | 13 | Purchase order number (given by the customer) |
70 – 77 | 8 | Close date (CCYYMMDD) |
78 – 79 | 2 | Line number |
80 – 81 | 2 | Transaction type (P=part, L=labor, T=tire, M=misc., OP=outside part, OL=outside labor, OT=outside tire, WP=warranty part, WL=warranty labor, WT=warranty tire, SS=shop supply, TX=tax) |
82 – 89 | 8 | Transaction/Posting date (CCYYMMDD) |
90 – 98 | 9 | VMRS code |
99 – 123 | 25 | Item number (part number, mechanic number and abbreviation, etc.) |
124 – 163 | 40 | Item description (part description, job description, etc.) |
164 – 165 | 2 | Repair type code (1=repair, 2=replace, 3=check, 4=damage, 5=PM, 6=outside, 7 through 99=user-defined) |
166 – 173 | 8 | Item post quantity (99999.99+/-) |
174 – 184 | 11 | Item post priceincludes markup (99999999.999) |
185 – 195 | 11 | Item costno markup (99999999.999) |
196 – 255 | 60 | Line 1 of work order line note |
256 | 1 | Filler |
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Some companies open and post to a single work order per vehicle each month, others use the Paperless Shop option, but do not allow mechanics to close work orders. In both sample scenarios, the numerous open work orders need to be closed for month-end accounting purposes. In any case, this utility provides a quick and easy way of closing open work orders so they can be accounted for and included on billing reports and other month-end reports as needed.
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