Estimate Work Order Lines
- Kevin Meek
To access Estimate Work Order job lines:
1️⃣ Go to: Maint. & Repair ➝ Work Orders ➝ Estimate Work Order
2️⃣ Select an existing Estimate from the list.
3️⃣ Open the Estimate to view or adds job lines.
Overview
Lines can be added to an estimate work order during the initial create process and/or after the estimate work order has been created.
To Add Lines during the initial, create process, use the Add lines button before clicking create. The rest of this document will walk through how to add line detail information whether using during the create process or afterwards.
In order to add a line after the Estimate WO is created, the user will need to navigate to the bottom of the Estimate Work Order page and click on the section labeled Lines. Here, it will display the line details which can be modified.
If there is nothing in the Estimate WO Lines detail section, you will need to add a line to the Estimate WO.
Add Line
In order to add a line to the Estimate WO, there is a button labeled Add Line in the details section which will execute the action. If there is nothing here, the message ‘No Line Found’ will be displayed, prompting you to add a line.
It will then prompt you to add a VMRS code and a description of what the line is. The section under this will prompt you to fill out more information about the line to gather more on what is necessary to complete it.
OEM Warranty Line
When a line is added for a job covered under OEM warranty, you will get a pop-up notification.
You will be asked if the technician performing the work is certified to perform the warranty work. This is to ensure the warranty is not voided unintentionally.
By choosing “yes” RTA will create a warranty claim (If using warranty claims module) for the job and add the line to the work order.
By choosing “no” the line will be created as an outside line and the vendor completing the warranty work will need to be identified.
Line Detail
Repair Type - Select a repair type code from the drop-down list to identify the type of repair that needs to be performed. The estimated hours to complete the job and how the costs are categorized may vary depending on the repair type code selected.
Quantity of Jobs - This field refers to the number of times a specific job task will be repeated within a work order. This is especially useful when performing the same repair or maintenance task multiple times on different components or units.
Example:
If you are replacing a clearance light on a tractor and need to replace five additional clearance lights as well, the Quantity of Jobs would be 6 to reflect the total number of times the task will be performed.Cause Code - 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.
Estimated Hours - This field is where you input the projected repair time required to complete a specific job. This estimated duration plays a crucial role in calculating labor costs and ensuring accurate budgeting.
Job Account - Type an account number or select one from the drop-down list.
VMRS Hours - This field automatically retrieves the estimated repair time from the VMRS Job Codes file within the Fleet360 system. When properly configured, this time serves as the Standard Repair Time (SRT) for the specific asset in question. By leveraging VMRS Hours, you ensure consistency in labor time estimates and improving accuracy in cost calculations.
OEM Warranty - This allows a job to be flagged as an OEM warranty.
Vehicle Status - Status of the vehicle related to this specific repair. This may be used to determine the overall status of the vehicle.
Part Kit - Accept the part kit shown or assign a new part kit number.
Labor Rate - This field is where you enter the predetermined hourly rate for labor or shop services that will be applied to the Estimate Work Order. This rate represents the cost per hour for the work being performed. When multiplied by the Estimated Hours, it calculates the total Labor Cost Estimate for the job.
Items like repair code, cause code, and job account are codes and switches that require action. Refer to Work Order System Switches for more information.
Estimate Work Order Job Line Notes
Within the Estimate Work Order Job Line, you have the ability to add notes in two formats:
Free-Form Notes – A flexible, open-text field where you can enter any relevant details about the job.
3C Notes (Complaint, Cause, and Correction) – A structured note format designed to document the full story of the work order by capturing:
Complaint – The issue reported or observed.
Cause – The underlying reason for the issue.
Correction – The action taken to resolve the issue.
When the 3C Notes feature is activated, these fields become available for every job line, ensuring comprehensive documentation.
Saving
To save the changes made on the Estimate WO line, you will find the save button on the bottom right-hand corner and click save. This will navigate you back to the Estimate Work Order page where you can view the information.
Edit
Once a line has been added to a Estimate Work Order, you are able to edit the line. On the Estimate WO page, click on the line you wish to modify and there should be an Edit button. This will navigate you back into the Estimate WO line where you can make your changes.
Delete Estimate WO Line
Users will have the ability to delete Estimate WO lines with a simple click. There may be times when you want to completely delete a job from a work order rather than reschedule it. To delete a work order line, do the following:
Select the line that you wish to delete, and the line details will appear.
Click delete, which will prompt a message asking “Are you sure you want to delete? This operation cannot be undone”.
Once you have confirmed the process, the line will display the status from Open to VOIDED.
If a Estimate Work Order Line has had transactions posted to it, the line cannot be deleted. Transactions can be reversed, but the data will remain as a positive and/or negative entry.