Repair Center Records - WebTMA 7

The Repair Center is used as the central point of responsibility for assigned work. Repair Center links are spread throughout the system. Some common examples of Repair Centers are: Facilities Maintenance, Physical Plant, Security, Grounds, and Information Services.

Data specific to one Repair Center is not available to other Repair Centers. For example, the Facilities Maintenance Repair Center provides the maintenance for Buildings, rooms, and some types of Equipment, and the Information Services Repair Center has other types of Equipment in those same Buildings and rooms. The Repair Centers share basic location records, but the Equipment and Tasks specific to each Repair Center are segregated.

In the Shared Locations diagram above, Facilities Maintenance and Information Services perform work in the same locations, but each has its own designated Equipment, Tasks, and Technicians.

Many facilities contain multiple work centers with different responsibilities and purposes. In the Separate Locations diagram above, Repair Center 1 is responsible for maintaining Buildings 1 and 2. Repair Center 2 is responsible for maintaining Buildings 3 and 4.

WebTMA users can be linked to a Repair Center, and it is a required field on many windows.

Work Orders and Repair Centers

Work Orders can be identified and numbered by Repair Center. The prefix for a Work Order can be the Repair Center code, such as PP-4233, FM-3782, or IS-2353. In these examples, PP represents Physical Plant, FM is Facilities Maintenance, and IS indicates Information Services.

You cannot delete Repair Centers that have been linked to other files; however, you can make a Repair Center inactive.

Repair Center Identity Tab

Path: Organization > Repair Center > Records / Identity Tab

The Repair Center / Identity Tab displays the Code selections, Location information, and Preferences for each Repair Center. Use this window to set the default types and priority as well as requirements for Work Orders created using this Repair Center. See Repair Center General Information Fields for definitions of the fields in the upper Section.

Preferences Section

The Preference section is used to review or mark the preference check boxes for individual Repair Centers. See Repair Center Preferences Fields for definitions.

Billing Section

Look to the Billing Section for any information related to how the Repair Center billing is handled. The fields in the Repair Center / Billing Section are optional; however, if you use a standard charge rate for work performed by the Repair Center, you can specify it in this Section.

By default, the Technician's charge rate applies to a Work Order. If you mark Override Technician Rate in the Repair Center Billing Section, the charge rate for the Repair Center is used on Work Orders. The override then requires a Default Hourly Rate. The Apply Multiplier check box is optional.

The Default Overage Account field applies only when the Work Order / Billing Info Tab has the Bill Fixed Cost radio button selected. If no accounts are populated for Overage Account on the Billing Info Tab, WebTMA populates the Overage Account field with the Work Order Repair Center's Default Overage Account if one has been specified. It is only applied when Bill Fixed Cost is selected on the Work Order.

Legacy Authorization Section

If not using the Approval Routing System, mark the check boxes in the Legacy Authorization Section to set authorization requirements for the following:

  • Purchase Order Authorization Required
  • PO Change Order Authorization Required
  • Project Requisition Authorization Required
  • Purchase Requisition Authorization Required
  • Material Request Authorization Required

The WO Authorization Required check box found in the Preferences Section is not part of Legacy Authorization.

How to Create a Repair Center Record

Path: Organization > Repair Center > Records > Identity

Before you add a Repair Center record, at least one Lookup Time Type (such as regular time) and one Work Order Type (such as service call) must be established in Organization > Lookups. These are required fields for a Repair Center record.

  1. Select Add on the WebTMA toolbar.
  2. Complete the required fields.
  3. Type the Location information such as address and phone.
  4. Select the Preferences desired for this Repair Center.
  5. Complete any elective fields that are needed.
  6. Choose Save on the WebTMA toolbar.

Repair Center Trade Tab

Path: Organization > Repair Center > Records / Trade Tab

If your organization uses Trades, you can select as many Trades as applicable to be affiliated with a Repair Center. The same Trade can be associated with more than one Repair Center.

How to Add Trades to Repair Center

  1. Choose Edit on the WebTMA toolbar.
  2. Select the Add Trade link at the top of the grid to open the Trade Entry flyout window.
  3. Mark the check boxes of the desired trades.
  4. Choose the Add Selected button on the flyout window.
  5. Select Save on the WebTMA toolbar.

To remove a line item from the window:

  1. Choose Edit on the WebTMA toolbar.
  2. Select the trash can icon on the line you wish to remove.
  3. Choose Save on the WebTMA toolbar.

Repair Center Task Tab

Path: Organization > Repair Center > Records / Task Tab

The read-only Tasks Tab displays Tasks assigned to the Repair Center from Organization > Tasks > Records / Repair Center Tab.

Repair Center Notification Tab

Path: Organization > Repair Center > Records / Notification Tab

Information on the Notification Tab comes from the optional Notification & Escalation module that monitors critical Work Orders and follows up with notices to Supervisors and Technicians to assure prompt completion of a job.

The Tab displays the Notification and Escalation settings for the Repair Center.

Repair Center Linked Accounts Tab

Path: Organization > Repair Center > Records / Linked Accounts Tab

This feature is available in WebTMA Plus and is similar to Admin > Client Info / Linked Accounts. When used, each Repair Center can track expenditures and collections for Freight, Collected Markup, and Discounts in year-to-date (YTD) Accounts. This is accomplished using the fields on the Linked Accounts Tab.

Set up global (Admin > Client Info) and/or the individual Repair Centers with Linked Accounts. If both are set, costs roll up during Post Charges for Purchase Order and Project Requisitions. During Receivings, costs roll up to accounts entered in the fields on this window. The Accounts are set up in the WebTMA Accounting > Accounts window. You can use a separate Account or the same Account on multiple Linked Accounts.

If a global setting is also established, WebTMA first looks to the Repair Center. If no Account is available or the transaction is not linked to the Repair Center, costs roll up to the accounts listed on the Client Info / Linked Accounts window.

Changing or unlinking an Account that has amounts in it will not zero out the Account. Amounts cannot be moved from a Linked Account to other Accounts.

Repair Center Smart Route Tab

Path: Organization > Repair Center > Records / Smart Route Tab

The Smart Route Tab is found on both the Repair Center and Department windows when your organization uses the optional Approval Routing module.

Use the Tab to select and rank, in order, any authorizers to be assigned when either the Repair Center or Department is selected on the Admin > Approval Routing > Approval Routing Criteria window.

In Add or Edit mode, click the Add Authorizer link to open the Smart Route Entry flyout.

You can assign one or more persons to the same level (Order number). Requests go through the chain of command when you require multiple approval levels. Having several authorizers per level helps you expedite approvals since only one person per level approves the Request.

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