1 Work Orders

2 Generating a Work Order There are two methods to generating a Work Order in the WYNNE STSTEM. First method: Option 11 – 12 – 13 * Open a Work Order (opt. 11) * Modify an existing Work Order (opt. 12) * Close and Bill Work Order (opt. 13) Second Method: Option 14 Open a Work Order, complete and close in single step.  WARNING!!! Once a work order is closed, you cannot make any further changes. If you have forgotten an action, you must open a complete a new work order.

3 Work Orders: Equipment Selection After choosing the method of opening the Work Order, the system automatically prompts you to enter the following: Password Equipment Number Date  NOTE: If the maintenance Date is performed prior to entry date, you can change default to actual date of maintenance was performed  WARNING!!! The system will indicate if there is an existing work order open on the equipment number you entered. If you get this message, exit the screen by hitting F3 and modify the work order through option 12.

4 Work Orders: Cover Page Set up When opening a work order, the following are required fields for completing the cover page: Work Order Description: Enter the description of the problem and/or reason for opening the work order. Description of problem must be precise and accurate information in order for it to be used properly Labor Code: Used to break down the type of repair you are accomplishing Expense Code: Determines if items are billed to maintenance or repair  Helpful Hint: For the work order to be complete, all other information should be filled in on the cover page.  NOTE: By inputting information on the work order description field, a user can search the system to identify the reason the equipment has been removed from service.

5 Work Orders: Labor Code The labor code identifies the type of work that is being performed. This is a required field. The system automatically defaults all repair items to this code. Type in the labor code and/or search for code by hitting F4. Example, when you are replacing a starter, select the labor code under Electrical and you will see the different types of electrical repairs.  NOTE: In both parts and labor entry, you can change the labor code if multiple repairs or maintenance are completed on the Work Order.

6 Work Orders: Expense Codes The expense code is used to change the coding when you are doing a repair on a piece of equipment. The cost of the work order is charged to the expense line of business instead of the maintenance. The expense code is defaulted to maintenance repair when entering the work order. To view expense codes, hit F4. The most common code used is Rental Equipment Repair (RERP)  NOTE: In order to remain within your repair cost budgets, be sure to select the correct expense code.  WARNING!!! If you do not change the expense code, all the repairs entered will be expensed to the maintenance line of business.

7 Work Order: Billing Types By Location Billing to a location will charge the expense to the location that owns the equipment; thus, all work associated with a particular piece of equipment will be billed back to the owning store. Cash/Charge Customers To bill the work order invoice directly to the customer, change the bill to type “C” charge or “$” cash. Charge customers bill to their account Cash customers: payment is required on completed repairs. (refer to page 17 to complete billing)  Helpful Hints: To search for a customer or job information, Hit F4.  NOTE: When invoicing customers, you have the opportunity to change your labor rate and parts charges.

8 Work Orders: Warranty Claims When you setup a work order for warranty claims, the information is entered into the RentalMan system. After the warranty has been accepted by the manufacturer, they send a credit that gets coded to reverse (subtract) the amount of the charges applied to the equipment. When a piece of equipment is still under the manufacturer’s warranty, the open work order screen will display a highlighted note. Warranty claim information will default to (M) if the equipment is under warranty. If setting up a warranty claim, the system will automatically take you into the next screen. Enter the following: Claim # Date claim was filed Cost of the warranty claim If the item is not under warranty, change the code back to (n) to proceed.  Helpful Hint: If you do not remember what a particular warranty code means, hit F1 to view a list of options.

9 Work Orders: Completing SMF in Work Order System The following steps are required if completing an SMF within a work order. Step 1: Select the mechanic(s) You can have up to 4 names F4 to search for the mechanic Step 2: Change status Must change status from N to Y to make the equipment available. Step 3: Note the Hours required during maintenance. When modifying/correcting meter, make sure to leave ‘update meter’ to “N” Step 4: Assign mechanic number to maintenance line under the Did field to update steps.

10 Work Orders: Repair Parts Adding parts to a work order is the same as with a SMF. The exception is that an SMF is maintenance only while a work order can identify parts as both maintenance and repair. When adding both repair and maintenance parts – you will want to change the labor code so each part accurately reflects either a charge to maintenance costs or a charge to service costs.  Helpful Hint: To change the labor code, hit F4 to go directly into the labor code selection screen.  WARNING!!! If you just type the item number in without searching first, it is possible to sell the wrong part.

11 Work Orders: Adding Labor The steps to adding labor to a work order are the same as an SMF. Please refer to the SMF section on adding labor for step-through procedures. The DIFFERENCE in adding labor to a work order includes these additional steps: Description is required Outside labor is an option - as the work may be completed by a 3rd Party Vendor. Mileage is an option that is used when billing travel time to the customer.  Helpful Hint: To add more description on the work order, hit SHIFT F18 from any screen, and it will take you into Labor Description.

12 Work Orders: Recording Additional Information When the system does not allow for enough room to accurately describe the work that was performed, or when you have additional steps to note, you may do so at this screen.

13 Work Orders: Generating/Billing a Work Order The billing screen serves different functions for each method of generating a work order: Opening a w/o through Option 11 will generate a work order number. Through the update mode/Option 12 – when you reach the billing screen it will leave the work order open. Options 13/14 closes a work order and bills out the work. Remember, when using Option 14 – it generates and closes a work order in a single step. Change print status to Y. Attach a copy of the work order to the SMF in order to ensure that the maintenance will be done at the completion of the w/o.  NOTE: Billing does not occur until the work order is actually closed.  WARNING!!! Once a work order is closed, you cannot make any further changes. If you have forgotten an action, you must open a complete new work order.

14 Work Orders: One Time Billing When working on equipment that is either owned by the customer or a bulk rental item, i.e., equipment that is not listed in the equipment master file, the steps to opening a work order are the same with the following exception: You MUST enter the following about the customer’s equipment: Make Model Serial Number  NOTE: This entry is ONLY used once. The item is not recorded in the equipment master file. Therefore, if the equipment is brought in a second time, you must enter all the required information again.

15 Work Orders: Customer/Bulk Rental Entry Customer Equipment When adding a customers piece of equipment, enter in the customer account number plus the last 4 digits of the serial number to make the number unique. Bulk Rental When adding bulk rental equipment enter the category/class in the “Equipment #” field. If the equipment is not established in the equipment master file the system prompts you with a warning that the equipment number is invalid. Hit enter to proceed into the work order cover sheet.

16 Work Orders: Customer/Bulk Rental Equipment Set up When entering the set-up for Customer/Bulk Rental Equipment it requires the same steps as the initial work order. Enter the following fields: Make Model Serial number Work Order Description: Enter the description of the problem and/or reason for opening the work order. Labor Code: Used to break down the type of repair you are accomplishing Expense Code: If it is a customers piece of equipment an expense code is not required When completing the set-up and billing, add Labor (F10) and Parts (F9). Maintenance Steps are not required.  NOTE: If the serial number is not available then put in a N/A in the field.

17 Work Orders: Billing When completing either a customers piece of equipment or bulk rental the following apply: Charge Customer/Bulk Rental Equipment Billing a Charge Customer will create a work order invoice that will post directly to the customers account. Bulk Rental billing will apply to the location that owns the item. Cash Customer Billing a Cash Customer requires a cash payment type such as cash, check or credit card. Underneath the payment code lookup window is a box listing the payment options. You can either enter the code or search by hitting F4. If you complete a work order for a cash customer you need to receive payment and put it in the cash drawer.  WARNING!! If you don’t put money in the cash drawer, the counter will not balance at night. Your error will cause someone to stay late to reconcile.