Work Order System Switches

This document will go into details on setting and using the system switches found under the Work Order System Switches tab. The document includes:

Flat Labor/Actual Hours

Managing labor hours in RTA Fleet360 starts with knowing how to set the system to track either Flat Rate (estimated hours) or Actual Hours on work orders (WOs). Whether you prefer to use a standard labor rate or pull rates directly from the employee file, this guide will walk you through the steps to configure these settings in RTA Fleet360.

• Flat Rate: Posts standard, estimated hours to a Work Order, regardless of the actual time spent.

• Actual Hours: Logs the real time an employee spends working on a task.

To post standard (estimated) hours instead of actual hours to a Work Order, set the system to Flat Rate. You can also choose the source for the labor rate: setting it to SYSTEM will apply a single, universal labor rate for all employees, while selecting EMPLOYEE will use the individual rates specified in the employee file. Alternatively, selecting Actual Hours will disable flat rate posting and record the actual hours worked.

The instructions below will assist in making the right choices for your fleet when it comes to activating the Flat Labor/Actual Hours.

Take the following actions with the Flat Labor/Actual Hours switch:

1. Access the switch by expanding the <Admin> area of the menu

2. Click on <System Switches>

3. Click on the <Work Orders> tab

4. Click on <Flat Labor/Actual Hours>

Here, you will choose Flat Rate or Actual Hours. If you choose “Flat Rate”, you will want to click the drop-down labeled “Select Rate”. Once clicked into that drop down you will see your options include: “System” or “Employee”. Setting it to SYSTEM will apply a single, universal labor rate for all employees, which you will fill in the next box labeled “Flat Labor Rate”, while selecting EMPLOYEE will use the individual rates specified in the employee file.

If you select “Actual Hours”, the boxes below will gray out. Selecting “Actual Hours” logs the real time an employee spends working on a task.

Once you have selected your preferred option, make sure to press the blue “Save” button.

Non Zero Estimated Hours

To make sure zero estimated hours aren’t allowed on a Work Order line, turn the Non Zero Estimated Hours toggle ON. This setting controls whether the system accepts zero estimated hours for tasks on a Work Order. If you leave it OFF, zero estimated hours will be allowed.

The instructions below will assist in making the right choices for your fleet when it comes to activating the Non Zero Estimated Hours.

Take the following actions with the Non Zero Estimated Hours switch:

1. Access the switch by expanding the <Admin> area of the menu

2. Click on <System Switches>

3. Click on the <Work Orders> tab

4. Click on <Non Zero Estimated Hours>

5. Use the toggle to decide if zero estimated hours will be allowed on a Work Order line.

6. Once you have selected your preferred option, make sure to press the blue “Save” button.

Paperless Shop Password

To control whether a password is needed for logging into Paperless Shop, use the Paperless Shop Password setting. Turn it ON to require a password for login, or leave it OFF to allow access without one.

The instructions below will assist in making the right choices for your fleet when it comes to activating the Paperless Shop Password.

Take the following actions with the Paperless Shop Password switch:

1. Access the switch by expanding the <Admin> area of the menu

2. Click on <System Switches>

3. Click on the <Work Orders> tab

4. Click on <Paperless Shop Password>

   

5. Use the toggle to decide if you will require a password to login to Paperless Shop or not.

6. Once you have selected your preferred option, make sure to press the blue “Save” button.

Max WO Lines

Customize the Max Work Order Lines in Fleet360 to set a limit on how many lines can be added to a Work Order. While the system’s default is 99, you can adjust this to any number up to that limit for more control over your work orders.

The instructions below will assist in making the right choices for your fleet when it comes to setting a max amount of WO lines.

Take the following actions to adjust the Max WO Lines:

1. Access the switch by expanding the <Admin> area of the menu

2. Click on <System Switches>

3. Click on the <Work Orders> tab

4. Click on <Max WO Lines>

5. Once in this field, you are able to edit the “Max WO Lines” box with any number between 1-99.

6. Once you have selected your preferred option, make sure to press the blue “Save” button.

Outside WO/Create PO

For Outside Work Orders, this setting allows the system to prompt you for a vendor and saves time by automatically creating a purchase order linked to the Work Order.

You can customize two options:

• Whether the system prompts you to select a vendor for outside jobs.

• Whether you want the system to automatically create a purchase order for the Work Order.

The instructions below will assist in making the right choices for your fleet when it comes to activating the Outside WO/Create PO option.

Take the following actions to turn on/off the Outside WO/Create PO options:

1. Access the switch by expanding the <Admin> area of the menu

2. Click on <System Switches>

3. Click on the <Work Orders> tab

4. Click on <Outside WO/Create PO>

5. Use the toggle to decide if you would like to Prompt for Vendor on Outside WO’s and/or Auto Create a PO from an Outside Job.

6. Once you have selected your preferred option/s, make sure to press the blue “Save” button.

Use Customer Billing

The Use Customer Billing setting controls whether a customer number is required when creating Work Orders. When set to YES, you’ll be prompted for a customer number on each Work Order, though you can leave it blank if needed. If set to REQUIRED, the customer number is mandatory and must already exist in the customer file to proceed. Setting it to NO will skip the customer prompt altogether when creating Work Orders. Refer to Customer Files to review the process for how to set up a Customer File in Fleet360.

The instructions below will assist in making the right choices for your fleet when it comes to activating the Customer Billing option.

Take the following actions activate the use of Customer Billing:

1. Access the switch by expanding the <Admin> area of the menu

2. Click on <System Switches>

3. Click on the <Work Orders> tab

4. Click on <Use Customer Billing>

From here, you have three options to choose from.

1. Yes - When set to YES, you will be prompted for a customer number on each work order or you may leave it blank.

2. No - Set this flag to NO to skip the customer prompt when creating WOs.

3. Required - When set to REQUIRED, a customer number will be required in order to continue.

4. Once you have selected your preferred option/s, make sure to press the blue “Save” button.

Overhead/Shop Supplies

The Overhead/Shop Supplies setting determines where the system pulls the calculation for overhead or shop supply costs. If set to CUSTOMER, the system will use the Shop Supply Rate from the Customer file to calculate overhead costs for Work Orders. If set to FACILITY, it will instead use the Overhead Percentages defined in the Facility File.

The instructions below will assist in making the right choices for your fleet when it comes to overhead/shop supplies.

Take the following actions activate the use of Overhead/Shop Supply:

1. Access the switch by expanding the <Admin> area of the menu

2. Click on <System Switches>

3. Click on the <Work Orders> tab

4. Click on <Use Overhead/Shop Supply>

5. From this screen, you will select “Customer” or “Facility”.

• Choosing “Customer” will calculate WO overhead costs using the Shop Supply Rate from the Customer file.

  • Refer to Customer Files to review the process for how to set up a Customer File in Fleet360.

• Choosing “Facility” will calculate overhead using the Overhead Percentages from the Facility File.

  • Refer to our Facilities File Table of Contents to review the process for how to set up a Facility File in Fleet360.

6. Once you have selected your preferred option/s, make sure to press the blue “Save” button.

VMRS System Level

The VMRS System Level setting determines the level of Vehicle Maintenance Reporting Standards (VMRS) codes used in the system for Work Orders and history retrieval. If set to Full Code, the system will use and validate all 9 digits of the VMRS code. Choosing System-Intermediate allows the use of only the first 6 digits. Selecting System Only restricts usage to just the first 3 digits. This setting ensures you can tailor the level of detail and validation required for VMRS codes in your workflow.

Refer to our Work Order VMRS article to review more information about VMRS files, what RTA Fleet360 defaults to, and more.

The instructions below will assist in making the right choices for your fleet when it comes to Fleet360’s VMRS System Level.

Take the following actions activate the use of VMRS System Level:

1. Access the switch by expanding the <Admin> area of the menu

2. Click on <System Switches>

3. Click on the <Work Orders> tab

4. Click on <Use VMRS System Level>

• Full Code: Uses all 9 digits of the VMRS code for maximum detail and validation.

• System-Intermediate: Prompts for and uses only the first 6 digits of the VMRS code, providing a mid-level of detail.

• System Only: Displays and accepts only the first 3 digits of the VMRS code, focusing on the highest-level categories.

6. Once you have selected your preferred option/s, make sure to press the blue “Save” button.