The Work Order window includes a number of special features such as checking for Work Orders that may be duplicates of ones recently created and checking for warranties on an item.
Checking for Duplicate Work
If the option Check Dupe Work has been selected for the user's Repair Center, WebTMA will search the database for Work Orders that have been issued recently:
- for the same Task code
- in the same Location
- for the same tagged Item
The number of days WebTMA looks back is assigned in the user's Repair Center using the Dupe Check # Days field.
If duplicates are found, the Duplicate Work Orders flyout opens with a read-only list that includes the possible duplicate Work Order numbers, Task Type, Task, dates, and request-related information (if available).
Copy Work Order
Use the Copy button on the WebTMA toolbar to create a new Work Order. The action duplicates part of the record, and you can change a few details to save keystrokes.
Most of the fields on the Identity Tab are copied except dates such as Last Post Date. Other Work Order Tabs are not copied, such as Results, Costs, and Schedule.
When you use this feature, the copied Work Order number is added to the Reference # field on the new record.
If you copy the same WO more than once, you are alerted with a Duplicate Work Orders popup. Select your choice of Proceed or Cancel.
NOTE: If you try to copy PM records, you are alerted that a PM is associated with the task/item, and the record will not save.
Copied or Edited Project Work Orders
When a Project-related Work Order is copied or edited, the Project information is automatically removed when a new location selection (or item with location) does not match the existing Project's location.
If the existing Project location matches a new location selection (or if the project record is not associated with a location), it is not cleared from the Work Order.
Item Warranty Notice
WebTMA displays a warranty notification message if a selected item is under warranty. This is true as long as the warranty information is identified in the item record. Items under warranty include Assets, Equipment, Vehicles, and Tools.
Select OK if you want to continue to create the Work Order. The system adds the location information, and you can continue to create the Work Order.
Select Cancel to return to the Work Order window in Add mode where you can change the item or cancel the Work Order.
Last Post Date
The Last Post Date field in the More Information Section is used to display the last date Work Order costs were posted to accounts using the Post Charges function. This applies to chargeable Work Orders only.
Service Contract Notice
If an item or location is listed on the Organization > Contract > Records / Contract Items Tab, a notification message pops up. The message reminds you that, "Contracts are associated with the item/task combination of this Work Order."
If you receive a popup notice when creating a Work Order, click OK on the message box. Continue creating the Work Order and be sure the Task is assigned to a contractor.
With the exception of Biomed equipment, the Service Contract fields on the Equipment record are not linked to or associated with the Contracts records. They simply remind you that the item has a service contract.
Work Not Done Notices
When Notify Me is marked on the Work Order / Identity Tab (and not suppressed in Admin / Email Settings), WebTMA follows these rules for e-mail messages regarding Completed Work Orders.
- Single task WO marked Work Not Done. WebTMA does not send a notice that the WO was Completed.
- Multi-task WO and all tasks are marked Work Not Done. WebTMA does not send a notice that the WO was Completed.
- Multi-task WO with a mix of work done and Work Not Done. WebTMA sends a notice that the WO was Completed.