Work Order Transaction Type

A Work Order is a task, or set of tasks, that needs to be fulfilled in production, or a services department, for a client - either to create a product, or service. This task list is usually carried over from a Quotation or a Sales Order, and can in turn generate a Purchase Order, Goods Issued, Goods Received, and / or a Customer Invoice transaction type.

This topic covers how to setup a Work Order Transaction Type.

All of these fields and tabs are explained in detail in the Transaction Type topic, here.

What you'll find on this page

• Start here

• Transaction Types

• Custom Fields

• Copy Rules

• Templates

• Categories

• Costing Rules

• Reporting

Start here

1. Navigate to Setup > Transaction Types > Edit.

2. Click Add. A new record will appear at the bottom of the screen. You will note that some fields are auto-populated already.

Transaction Types

The defaults for Transaction Types only require a small amount of change. The only fields to change are:

1. Description - Enter 'Work Order'.

2. Code - Enter 'WO'. This is the 'nickname' of the Transaction Type.

3. Contacts - Select Customers - Active. This is so that users will only be able to create a new Work Order for customers if their accounts are up to date and they have not exceeded their credit limits. For internal Work Orders - say, to replenish your own stock - no Contact needs to be selected.

4. Staff - Select Rep & Assign to. This allows Works Orders to be assigned to a specific staff member or Rep.

5. Planning - Check the check box. This ensures the Work Orders will be linked to the Production Planning Board.

Custom Fields

The defaults for Custom Fields for a new Work Order Transaction Type only require a small amount of change. More on Custom Fields here.

The only field to change is:

1. Due Date - Add a Caption, Due Date. This enables a user to specify by which date a Work Order needs to be completed.

Copy Rules

These are dependent on the other Transaction Types that need to be linked to Work Orders. For a more in-depth explanation of Copy Rules, click here.

1. Work Orders to Customer Invoices - This allows you to invoice the customer immediately and directly for the work or products commissioned in the Work Order.

2. Work Orders to Goods Issued - This allows you to create a Goods Issued transaction linked to this Work Order, to track what reserved items have been issued against the WO. This also updates inventory levels.

3. Work Orders to Goods Received - This allows you to create a Goods Received transaction linked to this Work Order, and to receive the manufactured product into stock. This updates inventory levels.

4. Work Orders to Purchase Orders - This allows you to instantly create a Purchase Order linked to this Work Order for items that need to be purchased in order to fulfill the Work Order. This is linked to Supplier and Item records.

Templates

Workticket templates can be setup for Work Orders.

More on Templates here.

A workticket shows the material and tasks required in order for production employees to perform a particular job.

There are also print-related workticket templates for:

• Broking

• Lables

• Multi Page

• Prepress

Here is an example of a Workticket:

Categories

This is to set up the job Categories for this Transaction Type. For more on setting up Categories, click here.

• Click Add to create a custom job Category - such as Equipment Rental, or Marketing Services.

• Click on the drop down arrow next to Add, to add all Categories from another Transaction Type. This ensures that - if another Transaction Type has already been set up - then you can use those Categories for quicker setup.

Costing Rules

Costing Rules are used to say where certain costs, such as Issues/Returns, are coming from. I.e What linked Transaction Type to look at to get the costs of the transaction. More on Costing Rules here.

Ideally these other Transactions have been created in order to link them to Work Orders.

1. Timekeeping > Work Orders (WO) - The costs of labour are allocated against the linked Work Order.

2. Purchases > Purchase Orders (PO) - The costs of the purchases are allocated against the linked Purchase Orders transaction.

3. Stock Issued > Goods Issued (GI) - The costs of the issued stock are allocated against the linked Goods Issued transaction.

4. Stock Returned > Goods Returned (GRT) - The costs of the returned stock are allocated against the linked Goods Returned transaction.

Reporting

Customer Age Analysis

This is an instant statement of a customer against time. More on Customer Age Analysis here.

You can add Work Orders here to show as Work in Progress (WIP) on your Customer Age Analysis. This is also a way to ensure that the customer doesn't exceed their credit limit, by checking against their outstanding invoices and work currently in production.