Quick Post How To - WebTMA 5

How to Request Training from Quick Post

Path: Transactions > Quick Post > Quick Post Training Request

Requests can be linked to a specific work order, but the field is not required.

1. Open the Quick Post Training window.
2. Type or select the Technician to be trained.
3. Accept or change the Date. *
4. Complete elective fields as known.
5. Type a short Comment about the need for training.
6. Click the Save & Add option on the Save button.

* The Class drop-down list filters by the Enrollment Start/ Enrollment End dates and whether a class record is marked as Closed Enrollment. If the request date falls within the start and end enrollment for a class that has not been closed, the class ID is included in the drop-down.

After you add a few records, click Save & Close to view the line items. You can edit or delete line items until you click Save on the WebTMA toolbar. Once you save the records, WebTMA writes the information to the database and clears lines from the window.

Click the Add Training Request link at the top of the grid to re-open the entry window and continue adding line items.

How to Quick Post Monitored Condition Readings

Path: Transactions > Quick Post > Quick Post Monitored Conditions Reading

Values posted to this window are added to the Monitored Condition Tab for the item.

1. Open the Quick Post Monitored Conditions Reading window.
2. Accept or change the date/time.
3. Select the Technician. ID or name. This is the person who took the reading.
4. Select the monitored item Type (Equipment, Area, Vehicle, etc.).
5. Select the item.
6. Click the Save button. The entry window closes, and any monitored conditions display on the underlying page. WebTMA also offers fields to record whether the item passed or failed, the actual reading, comments, and related work order number.
7. Add the appropriate readings.
8. Click Save on the WebTMA toolbar.

After you save the record, WebTMA automatically re-opens the Quick Post Monitored Condition Reading Entry window ready to accept more entries.

How to Quick Post Issue PPE

Path: Transactions > Quick Post > Quick Post Issue PPE

Issuing PPE items or parts from this window is similar to assigning items to technicians from Organization > Repair Center > Technician / PPE. Using this Quick Post window, you can record issued items for a number of technicians without having to open individual records.

1. Open the PPE Entry window.
2. Select the desired radio button (PPE or Part).
3. Type or select the Technician to whom the item was issued.
4. Complete the required and elective fields that apply.
5. Select the Save & Add option on the Save button.

Line items display in the background Quick Post Issue PPE window as you enter and save more data.

After you add a few records, click Save & Close to view the line items. You can edit or delete line items until you click Save on the WebTMA toolbar. Once you save the records, WebTMA writes the information to the database and clears lines from the window.

Click the Issue PPE link at the top of the grid to re-open the entry window and continue adding line items.

NOTE:  When Parts are issued using the Quick Post Issue PPE window, WebTMA creates an On-hand Adjustment using code 31. This is described fully in the Application Setup document.

How to Quick Post Utility Meters

Path: Transactions > Quick Post > Quick Post Utility Meters

Use this window to post utility readings for the optional Utility module.

1. Open the Quick Post Utility Meter window.
2. Accept or change the date/time.
3. Select the Technician, Utility, and Meter.
4. Type the new Reading.
5. Select Save & Add on the Save button to continue.
6. Click Save on the toolbar when all have been added.

Use caution with the Increment Current Value check box. With this feature, the number in the Reading field is added to the previous reading rather than replacing it.

Line items display in the background Quick Post Meters window as you enter and save more data.

After you add a few records, click Save and Close to view the line items. You can edit or delete line items until you click Save on the toolbar. Once you save the records, WebTMA writes the information to the database and clears lines from the window. Click the Add link at the top of the grid to re-open the entry window and continue adding line items.

How to Quick Post Survey Results

Path: Transactions > Quick Post > Quick Post Survey Results

Posting to this window is the same as posting to the Survey Results on the Action Menu of the Work Order or Project windows. Open the Quick Post Survey Results window.

1. Select Work Order # or Project #.
2. Type the number for the work order or project.
3. Click the Enter Survey Result button.
4. Enter the Respondent and related information.
5. Complete the survey.
6. Click Save on the WebTMA toolbar.

When the window refreshes, the Survey Result Popup window returns with the option to repeat the steps for a new work order or project.

How to Quick Post Refrigerant Service

Path: Transactions > Quick Post > Quick Post Refrigerant Service

Posting to this window is the same as posting to the Transactions > Refrigerant Service window.

From the Quick Post Refrigerant Service window:

1. Select the Date.
2. Type or select the Technician.
3. Type or select the Equipment Tag#
4. Select the Cylinder Tag.
5. Click the appropriate radio button (Added to Equipment or Removed from Equipment).
6. Enter the amount (Lbs and Ozs) added or removed.
7. Click Save & Add option on the Save button to add a line item to the grid.

The Venting Notes field refers to the EPA rules on venting.

Line items display in the background Quick Post Refrigerant Service window as you enter and save more data.

After you add a few records, click Save and Close to view the line items. You can edit or delete line items until you click Save on the toolbar. Once you save the records, WebTMA writes the information to the database and clears lines from the window.

Click the Add link at the top of the grid to re-open the entry window and continue adding line items.

How to Quick Post Down Time

Path: Transactions > Quick Post > Quick Post Down Time

Use this window to mark down time and/or up time for items such as elevators, vehicles, and CE equipment that are taken out of service for maintenance. Posting down time using this window yields the same results as clicking the Post Down Time link in the Action Menu of the affected records and completing down time individually.

Open the Quick Post Down Time window and select the items.

1. Click the desired radio button: Equipment, Vehicle, Biomed Equipment, or IT Equipment.
2. Select the Type.
3. (Optional) Filter by Tag # or Description. If Model/Serial# information is available, this information displays when the screen refreshes.
4. Click the check box for each item that has down time.
5. Click the Add Selected Item button.

When the window refreshes, the lines you selected appear on the Identity Tab and the check boxes are marked.

Add the down time:

1. Type or select the Down Time Type.
2. Type or select the Down Time date and time. The time is important in order to calculate the total amount of time the equipment is out of service.
3. (Optional) Enter the Up Time if the item is once again in service.
4. Mark or clear the check boxes for the lines eligible for the same type and date.
5. Click the Apply to Selected button at the lower left of the window. All items that are checked in the grid show the type and down time you entered.
6. Repeat to add times for other line items.
7. Click Save on the WebTMA toolbar.

If you want to add different types of items, click the Add Item link to re-open the Item Selection window.

When an item is returned to service, follow the same steps but include a date and time in the Up Time fields as well. If you have both down time and up time when you post down time, you can complete both the Down Time and the Up Time fields during the same session.

How to Quick Post Meters

Path: Transactions > Quick Post > Quick Post Meters

Posting to this window is the same as posting to the Meters Tab of items that have meters. Open the Quick Post Meters window.

1. Accept or change the Date.
2. Type or select the Technician.
3. Click the type down arrow and choose from Equipment, Asset, Entity, Tool, Vehicle, or Biomed.
4. Type or select the Tag #.
5. Select the Meter. This varies depending on the Type selection.
6. Type the new meter Reading.
7. Click Save & Add option on the Save button to add a line item to the grid.

Use caution with the Increment Current Value check box. With this feature, the number in the Reading field is added to the previous reading rather than replacing it.

Line items display in the background Quick Post Meters window as you enter and save more data.

After you add a few records, click Save and Close to view the line items. You can edit or delete line items until you click Save on the toolbar. Once you save the records, WebTMA writes the information to the database and clears lines from the window. Click the Add link at the top of the grid to re-open the entry window and continue adding line items.

How to Quick Post Fuel & Oil

Path: Transactions > Quick Post > Quick Post Fuel & Oil

Posting to this window is the same as posting to the Transactions > Fuel & Oil window. Open the Quick Post Fuel & Oil window.

1. Change the Ticket Date if needed.
2. Click the Charge check box if the ticket is chargeable.
3. Select Equipment or Vehicle and the ID.
4. Complete the applicable elective fields. The Meter Reading such as an odometer reading can be very important to keeping good records.
5. Type the Unit Cost and Quantity of the desired fluid (fuel, oil, transmission, or coolant). If a bulk price is paid, type this in the Bulk Price field. Bulk price data takes precedence over the values in the individual Unit and Quantity fields.
6. Click Save & Add option on the Save button to add a line item to the grid.

Line items display in the background Quick Post Fuel & Oil window as you enter and save more data.

After you add a few records, click Save and Close to view the line items. You can edit or delete line items until you click Save on the toolbar. Once you save the records, WebTMA writes the information to the database and clears lines from the window. Click the Add link at the top of the grid to re-open the entry window and continue adding line items.

How to Quick Post Check Results

Path: Transactions > Quick Post > Quick Post Check Result

Posting to this window is the same as posting to the Work Order / Results Tab. Open the Quick Post Check Result window.

1. Type or select the Work Order #.
2. Type the Technician Code. The Technician Name is completed automatically.
3. Add the elective Date and Page Size if needed.
4. Click the Enter Check Results button.
5. Complete the check list that opens on the background page.
6. Click Save on the WebTMA toolbar.

Use the Page Size field on the popup window to set the number of lines you want to view. If the number you enter on the popup does not meet your needs, you can change it on the check list itself by entering a new number in the field at the bottom of the page and clicking the Page Size button.

When you save your check list entries, the Work Order Check Result Popup window opens again ready for you to enter another work order.

If you prefer to review the checklist without entering data, complete the required fields, and click the View Results Only button.

How to Quick Post Contractor Charges

Path: Transactions > Quick Post > Quick Post Contractor Charges

Posting to this window is the same as posting to the Work Order / Costs–Contractor Subtab. Open the Quick Post Contractor window.

1. Type or select the Work Order #. The Task, Contractor, and Contract fields are automatically completed.
2. Accept or change the Item Type.
3. Select the Date of Work if different from the default.
4. Type a Description of the work.
5. Type the Charge Rate. **
6. Type the Hours charged.
7. Complete elective fields as required.
8. Click Save & Add option on the Save button to add a line item to the grid.

** If the charge is a flat rate, mark the Flat Rate? check box.

Line items display in the background Quick Post Contractor window as you enter and save more data.

After you add a few records, click Save and Close to view the line items. You can edit or delete line items until you click Save on the toolbar. Once you save the records, WebTMA writes the information to the database and clears lines from the window. Click the Add link at the top of the grid to re-open the entry window and continue adding line items.

How to Quick Post Other Charges

Path: Transactions > Quick Post > Quick Post Other Charges

Posting to this window is the same as posting to the Work Order / Costs–Other Subtab. Open the Quick Post Other Charges window.

1. Type or select the Work Order #, and the Task field complete automatically.
2. Type the Item Description.
3. Type the Quantity of the item used.
4. Type the Unit Cost.
5. Type or select the Date of Work (date work was performed).
6. (Optional) Select the Inventory Date (when item was charged).
7. Type or select an Account # if applicable.
8. Click Save & Add option on the Save button to add a line item to the grid.

Note: The elective Unit field accepts either manually entered data or rental schedule selections from the drop-down. The rental selections relate to maintenance-worthy items if any are entered in the elective Item Tag field.

Line items display in the background Quick Post Other Charges window as you enter and save more data.

After you add a few records, click Save and Close to view the line items. You can edit or delete line items until you click Save on the toolbar. Once you save the records, WebTMA writes the information to the database and clears lines from the window. Click the Add link at the top of the grid to re-open the entry window and continue adding line items.

How to Quick Post Material

Path: Transactions > Quick Post > Quick Post Material

Posting parts in batch mode from the Quick Post Material window yields the same results as posting parts to the Work Order / Costs–Material Subtab.

Open the Quick Post Material window.

1. Type or select the Work Order #. The Task field populates based on the work order.
2. Type or select the Technician who made the transaction.
3. Type or select the Part/Material code.
4. Accept the default Date of Work, or select a different one. If Serialized Parts are used, WebTMA adds a required Serial # field.
5. Type the Quantity used. The amount must be equal to or less than the total available.
6. Type or select the Account # if required.
7. Complete elective fields as needed.
8. Click Save & Add option on the Save button to add a line item to the grid.

Line items display in the background Quick Post Material window as you enter and save more data.

After you add a few records, click Save and Close to view the line items. You can edit or delete line items until you click Save on the toolbar. Once you save the records, WebTMA writes the information to the database and clears lines from the window. Click the Add link at the top of the grid to re-open the entry window and continue adding line items.

How to Quick Post Labor by Technician

Path: Transactions > Quick Post > Quick Post Labor by Technician

1. Enter the Technician Code on the first page.
2. Click the Enter Labor button to open the Work Order Labor Entry window.
3. Type or select the Work Order # and the system completes most of the required fields.
4. Select the Time Type Code.
5. Complete other required fields.
6. Complete applicable elective fields.
7. (Optional) Type the Completion Date and time closed if you are closing the work order.
8. Type Comments about the work.
9. Click the Save & Add option on the Save button.

Line items display in the background Quick Post Time & Labor window as you enter and save more data.

After you add a few records, click Save and Close to view the line items. You can edit or delete line items until you click Save on the toolbar. Once you save the records, WebTMA writes the information to the database and clears lines from the window. Click the Add link at the top of the grid to re-open the entry window and continue adding line items.

How to Quick Post Direct Time & Labor

Path: Transactions > Quick Post > Quick Post Time & Labor

Posting a batch of work orders to this window yields the same results as posting hours to the Work Order / Costs–Labor Subtab.

1. Type or select the Work Order # and the system completes most of the required fields.
2. Select the Time Type Code. Be certain you select a direct time code.
3. Complete other required fields.
4. Complete applicable elective fields.
5. (Optional) Type the Completion Date and time closed if you are closing the work order.
6. Type Comments about the work.
7. Click the Save & Add option on the Save button.

Line items display in the background Quick Post Time & Labor window as you enter and save more data.

After you add a few records, click Save and Close to view the line items. You can edit or delete line items until you click Save on the toolbar. Once you save the records, WebTMA writes the information to the database and clears lines from the window. Click the Add link at the top of the grid to re-open the entry window and continue adding line items.

How to Quick Post Indirect Time & Labor

Path: Transactions > Quick Post > Quick Post Time & Labor

When you omit the Work Order # or Task, you can use this window to enter indirect time and track hours spent in non-work order activities such as meetings, vacation time, and sick time. When you leave the Work Order # and Task fields blank, WebTMA assumes you are entering indirect time.

1. Type or select the Technician number.
2. Type the number of indirect Hours.
3. Select the Time Type Code. Be certain you select an indirect time code.
4. Click the Save & Add option on the Save button.

Line items display in the background Quick Post Time & Labor window as you enter and save more data.

After you add a few records, click Save and Close to view the line items. You can edit or delete line items until you click Save on the toolbar. Once you save the records, WebTMA writes the information to the database and clears lines from the window. Click the Add link at the top of the grid to re-open the entry window and continue adding line items.

How to Quick Post Crew Direct Time & Labor

Path: Transactions > Quick Post > Quick Post Time & Labor

The only difference in posting crew times and individual times is the method used to select the crew. Use the following steps to include a crew when you are posting direct time and labor:

1. Click the ellipsis button on the Work order Labor Entry window to open the Technician Popup window.
2. Click the Crew Tab.
3. Double-click a crew line, which returns you to the Work order Labor Entry window with the first crew member displayed.
4. Add the details outlined in How to Quick Post Direct Time & Labor.
5. Click Save.

As soon as the first crew member time is saved, the next member displays. If all members of the crew worked the job, continue to complete each crew member's record until all have been entered.

If a member of the crew did not work on the job, click the Skip button. The Skip button only displays when a crew is selected.

How to Quick Post Cost

Path: Transactions > Quick Post > Quick Post Cost

When you follow the path, the Work Order Cost Entry window opens in the foreground. Posting Labor, Parts, or Other costs as well as Miscellaneous details to this window yields the same results as posting these costs to the Work Order / Cost Subtabs.

1. Type or select the related Work Order #. Most of the required fields are populated.
2. Select the Cost Type. The fields on the window change depending on your selection.
3. Complete the required fields.
4. Complete any elective fields as needed.
5. Click the Save & Add option on the Save button

Line items display in the background Quick Post Cost window as you enter and save more data.

After you add a few records, click Save and Close to view the line items. You can edit or delete line items until you click Save on the toolbar. Once you save the records, WebTMA writes the information to the database and clears lines from the window. Click the Add link at the top of the grid to re-open the entry window and continue adding line items.