Record Resource Hours in Work Order Journals

Summary

This article explains the processing steps to “report” resources hours via postings in the work order journals and to allocate to the corresponding work order.

Record Resource Hours in the Work Order Journals

Alternatively to the previous documents, the option is described now, to record resource hours (and also material consumptions, etc.) in work order journals and to be posted to the work order. Comments and Checklist Tasks cannot be reported. Also a work order status change is not possible.

A prerequisite for this type of recording is, that a work order exists.

The Work Order Journal

The Work Order Journal is a kind of “function table” in which any number of lines for any number of work orders can be entered on after the other and then posted simultaneously, “with a click” so to speak. It is used for more effective processing of several and/or more extensive work orders. Postings in the work order journals do not change the status of the work order.

Work Order Journal Template Selection

With search for „Work Order Journals“ the list of Work Order Journal Templates can be opened, if several templates exist. Otherwise the standard template is opened directly, which was created during Installation.

MAIN-TOOL offers the option, to create several Journal Templates, e.g. for different departments etc. which leads to the fact, that for any posting process, the corresponding template has to be selected form the different templates.

In the following example two Work Order Journal Templates exist:

After marking the template e.g. with the name "Standard" and clicking on "OK" it will be opened.

In the "Name" field, a further selection option is then available, e.g. to access an employee-specific or work-order-specific sheet name within the previously selected template. In this example, however, there is only one sheet with the name "Standard".

Work Order Journal Entry

The Work Order Journal Line Entry is made from left to right:

• The date in question can be entered in the fields „Posting Date“ and „Document Date“.
• In the field „Document No.“ a Document No. is to be entered. It is recommended, to use a Code with Editor and Date, to improve clarity, e.g. SML-1607 or 1607-SML for Sebastian Müller July 2016. A Number Series can be defined also. 
• In the field „Work Order No.“ the work order is selected, to which resource hours are to be posted to. The drill-down-menu shows work orders from Status „Execution“ to „Completed“.

• In the field „Line No. (Work Order)“ either the desired line can be selected from the work order and transferred to the journal (and then modified if necessary),

or the field is left blank when

• the item, resource or external Service in question should be entered manually in the field „Type“.
• Just in this case, the corresponding Number (of the item, resource or external service) is to be selected in the field „No.“, as well as
• „Quantity“ and
• „Location Code“ (only for items) and
• „Bin Code“ (only for items) is to be entered.
• The field „Description“ is filled automatically.

If additional services are to be entered, they can be specified in additional lines analogous to the procedure described in this chapter, whereby it does not matter whether they belong to one or more work orders, since the relevant work order must be specified in each line.

Work Order Journal Posting

If the recording is completed, the services can be posted with the function „Post“. With „Post and Print“ additionally to the posting process, a document with the recorded lines is printed.

Final Notes to this Manual

• When posting services in Work Order Journals, in opposite to the record of Services via work order feedback, no query appears for status change of the related Work Order.
• The Option exists, to select inside of a work order journal template, different sheet names, e.g. for different departments, projects, or employees.