The In Progress window contains the following resource and cost tabs: Labor, Equipment, Material, Warranties, Down Time, and Direct Costs.

Labor Tab

The Labor tab in the lower portion of the In Progress window shows the labor day cards or employees' labor hours charged to work activities for the selected Repair order. It contains two panes: the Employee Shortlist pane and the Labor Day Cards pane.

Employee Short-list Pane

This pane shows all employees from the labor shortlist window established for the log-in admin unit.

Use the Select column to:

  • Create Labor Day Cards with pre-filled selected employees.
    1. Select the employee(s) by checking the check box on the bottom left hand short-list pane.
    2. In the right-click menu, select Insert on the Labor Day cards right-hand pane.
    3. The System inserts one labor day card for each selected employee with the employee name pre-filled.
  • View the Schedule of employees.
    1. Select the employee(s) by checking the check box on the bottom left hand short-list pane.
    2. Click on the right click Show Schedule command.
    3. A Schedule window will pop up which shows the work schedule of the selected employees.

Labor Day Cards Pane

This pane shows the Labor Day Cards created for the Repair order selected in the Repair Orders pane. Each Day Card shows the labor hours on a certain work date that an employee spent on the chosen Activity and Time Reporting Code (TRC). Right-click this pane to open the shortcut menu. This menu contains the common commands and the following special commands:

  • Insert Like: This command creates a new Day Card and also copies the Day Card information from the Day Card you selected before using this right click menu command. You must change the information shown in one or more fields of the Activity, Employee, Work Date, or TRC columns and enter the number of hours. If you do not change at least one of these four columns a duplicate record error will be displayed and new record cannot be saved.
  • Approve All / Disapprove All: These commands are available if your role has the required access rights. Use them to approve (or disapprove) all Day Cards shown in the pane. A check mark in the Approved column indicates that a Day Card is approved.

Enter Labor Day Cards

To enter a labor day card for an in-house repair order, use the following steps:

  1. In the upper Repair Orders pane select the repair order for which day cards will be created.
  2. In the bottom right pane of the Labor tab, right-click and select Insert. A new labor record is inserted in the pane.

  3. In the Activity column, click the down arrow and select the activity for which the labor time is reported.

    Note: Activity drop down only shows the Activity codes inserted in the Activities pane for the selected repair order.

  4. In the Employee Name column, click the down arrow and select the employee who performed the activity.

    Note: The drop-down list for the Employee column is the labor shortlist for your organizational unit. If an employee is not shown, you must add him or her to the labor shortlist.
  5. Enter the date in the Work Date column. Select the Calendar icon and select the today's date or any other date from the displayed calendar.
  6. Select the appropriate time recording code from TRC drop down column. In most cases this will be 01 REG- Base Pay.
  7. Enter the number of hours the employee spent on this activity in the Total Hrs column.
  8. Repeat steps for additional labor day cards.
  9. Click on the Approved check box to approve the day cards. The system approves the selected day card by placing a check mark in the Approved check box column.

  10. If you want to approve all labor day cards at once, right click and choose command Approve All. The system approves all labor day cards and places check marks in the Approved column for all the labor day cards.

    Note: Labor Day Cards that are for a date and time that fall within a closed pay period cannot be approved and saved in this window.

Equipment Tab

The Equipment tab shows the Equipment used to accomplish the repair order selected in the Repair Orders pane. This allows you to enter the usage amounts for equipment used for the Repair activity. It contains two panes: the Employee Shortlist pane and the Equipment Day Cards pane.

Equipment Short-list Pane

This pane shows all Equipment from the material shortlist window established for the admin unit. Use the Select column to create equipment Day Cards with pre-filled selected Equipment using the following steps:

  1. Select the Equipment by checking the check box on the bottom left hand short-list pane.
  2. Select Insert in the right-click menu on the Equipment day cards right-side pane.
  3. The system inserts equipment day cards for the selected equipment with Equipment name pre-filled in equipment day card record.

Equipment Day Cards Pane

This pane shows the Equipment Day Cards created for the Repair order selected in the Repair Orders pane. Each Day Card shows the Equipment usage on a certain work date that equipment was used on the chosen Activity. When you right-click this pane, the system displays a shortcut menu. This menu contains the common commands and the following special commands:

  • Insert Like: This command creates a new Day Card and also copies the Day Card information from the Day Card you selected before using this right click menu command. You must change the information shown in one or more fields of the Activity, Fleet Asset Name, or Work Date and enter data in usage fields. If you do not change at least one of these three columns a duplicate record error will be displayed and new record cannot be saved.
  • Approve All / Disapprove All: These commands are available if your role has the required access rights. Use them to approve (or disapprove) all Day Cards shown in the pane. A check mark in the Approved column indicates that a Day Card is approved.

Enter Equipment Day Cards

To enter an Equipment day card for an in-house repair order, use the following steps:

  1. In the upper Repair Orders pane select the repair order for which day cards will be created.
  2. In the bottom right pane of the Equipment Tab, right-click and select Insert. A new Equipment day card record is inserted in the pane.

  3. In the Activity column, click the down arrow and select the activity for which the Equipment usage is reported.

    Note: The Activity drop down only shows the Activity codes inserted in the Activities pane for the selected repair order.

  4. In the Fleet Asset Name column, click the down arrow and select the Equipment/Vehicle asset whose usage should be charged to the selected activity.

    Note: The drop-down list for the Fleet Asset Name column is the Equipment shortlist for your organizational unit. If equipment is not shown, you must add that to the Equipment shortlist.
  5. Enter the date in Work Date column. Click the Calendar icon and select the today's date or any other date from the displayed calendar.
  6. Enter the number of hours the equipment was used on the activity in the Total Hrs column.
  7. If applicable, also enter the Mileage in the Mileage column.
  8. Repeat steps for any additional Equipment day cards.
  9. Click on the Approved check box to approve the day cards. The system approves the selected day card by placing a check mark in the Approved check box column.
  10. If you want to approve all Equipment day cards at once, right click and choose Approve All. The system approves all Equipment day cards and places check marks in the Approved column for all the Equipment day cards.

Material Tab

The Material tab shows the parts (materials from your in-house parts warehouse) used to accomplish the repair order selected in the Repair Orders pane. This allows you to enter the amounts of materials used each day during the Repair activity.
The lower portion of the In Progress shows the material day cards or material quantities charged to work activities (materials from in-house parts ware house) for the selected Repair order. It contains two panes: the Material Shortlist pane and the Material Day Cards pane.

Material Short-list Pane

This pane shows all material stocks from the material shortlist window established for the admin unit. The Select column is used to create material Day Cards with pre-filled selected material stock. To create a material day card:

  1. Select the Material Stock by checking the check box on the bottom left hand short-list pane.
  2. Select Insert from the right-click menu on the labor day cards right-hand pane.
  3. A material day card is inserted for the selected materials with the Material Stock name pre-filled in material day card record.

Material Day Cards Pane

This pane shows the Material Day Cards created for the Repair order selected in the Repair Orders pane. Each Day Card shows the Material Stocks quantity charged to the selected Activity on a certain work date. When you right-click this pane, the system displays a shortcut menu. This menu contains the common commands and the following special commands:

  • Insert Like: This command creates a new material Day Card and also copies the Day Card information (except the quantity) from the Day Card you selected before using this right click menu command. You must change the information shown in one or more fields of the Activity, Material Stock, or Work Date, or and enter the Quantity. If you do not change at least one of these three columns a duplicate record error will be displayed and new record cannot be saved.
  • Approve All / Disapprove All: These commands are available if your role has the required access rights. Use them to approve (or disapprove) all Day Cards shown in the pane. A check mark in the Approved column indicates that a Day Card is approved.

Enter Material Day Cards

To enter a Material day card for an in-house repair order, use the following steps:

  1. In the upper Repair Orders pane, select the repair order for which day cards will be created.
  2. In the bottom right pane of the Material tab, right-click and select Insert. A new Material Stock record is inserted in this pane.

  3. In the Activity column, click the down arrow and select the activity for which the Material/Parts stock is used.

    Note: The Activity drop down only shows the Activity codes inserted in the Activities pane for the selected repair order.

  4. In the Material Stock column, click the down arrow and select the material stock used.

    Note: The drop-down list for the Material Stock column is the Material shortlist for your organizational unit. If a stock is not shown, you must add that in the material shortlist.
  5. Enter the date in Work Date column. Select the Calendar icon and select the today's date or any other date from the displayed calendar.
  6. Enter the quantity used on this activity in the Quantity column.
  7. Repeat steps for additional material day cards.
  8. Click on the Approved check box to approve the day cards. The system approves the selected day card by placing a check mark in the Approved check box column.
  9. If you want to approve all material day cards at once, right click and choose Approve All. The system approves all material day cards and places check marks in the Approved column for all the material day cards.

Warranties Tab

The Warranties tab shows all existing warranties for the equipment in the Repair order selected in the Repair Orders pane. You can insert, edit, or delete warranty information as needed in this tab. Primarily this tab is used to enter warranty information for any part used in the repair order which comes with a warranty. However, the warranty record is linked to the fleet asset itself and not with any part.

The following rules and criteria are available in the Warranty Rules column:

  • By Days: Warranty active from warranty start date plus the "days" entered in the Warranty Trigger Arg column.
  • By Meter: Warranty active from warranty start Meter plus the "Meter" entered in the Warranty Trigger Arg column.
  • By Days & Meter: Warranty active from either of the two criteria and lapses when any one of the threshold criteria is met.

Add Warranty Information

To add warranty information for a piece of equipment or vehicle:

  1. Click the Warranties tab in the In Progress window.
  2. Right-click and select Insert. The system adds a new warranty row.
  3. In the new row, click in the Warranty Name column and enter a name or an ID number for the warranty.
  4. Tab to the Effective Date column and enter the date that the warranty started.
  5. For vehicles with an odometer, tab to the Initial Odometer column and enter the odometer reading when the warranty began.
  6. Click the arrow shown in the Warranty Rule column. The system displays the drop-down list for the column. This list contains the available types of warranties (after certain days, after certain miles, or after either days or miles whichever comes first).
  7. In the drop-down list, click the desired type of warranty. After selecting the type of warranty, the system displays a dialog box so you can enter the value(s) for the selected type of warranty.
  8. In the dialog box, enter the number of miles, or days, or both, that is covered by the warranty.
  9. Click OK to close the dialog box. The system places the entered values in the Warranty Trigger Arguments column.
  10. Optionally, add any additional or helpful information in the Comments column.
  11. Click Save Data to save the new record. The warranty is now associated with the fleet asset.
  12. Reopen the Fleet Inventory window. Select the Fleet Asset for which warranty information was added.
  13. All warranties that are Active display a check box filled in Equip Warr field.

Down Time Tab

Down Time is when a piece of equipment is unavailable due to a breakdown or any other issue. The system allows calculation of Down time at the Repair order level in Completion value as the difference of Start and Completed date of the Repair Order. The Down Time tab in the In Progress window is designed to allow multiple down time transactions based on different Down Time reasons if desired. To enter down time, use the following steps:

  1. If the repair has been delayed and detailed down time tracking is desired, click the Down Time tab.
  2. Right-click in the tab and select Insert. The system adds a record to the table.
  3. Tab to the Down Time Reason mandatory column and select the reason of delay from the drop down.
  4. Pick a start time and finish time from Down Time Start and Down Time Finish drop down columns respectively. The system auto calculates the Duration for the down time transaction.
  5. Add any additional information in the Comments column.
  6. If additional reasons caused the delay of the repair order, repeat steps to record these additional reasons.
  7. Click Save Data.

 

Direct Costs Tab

Direct Costs tab is used to record any additional commercial or external cost (material/labor/equipment), which is incurred for the accomplishment of selected repair order.
In some implementations this tab is read only and no data entry is allowed. Alternatively, in the implementations where direct costs are entered in this tab, use the following steps:

  1. Right-click on the Direct Cost tab to display the shortcut menu and select Insert. A new record is added in this table.
  2. Assign the activity in the Activity drop down.
  3. Enter Labor, Material, and other costs fields as well as other fields made available in the tab. You can also remove a row by selecting Delete.
  4. Approve individual records by manually clicking the check box in the Approved column for the desired records.
  5. You can approve or disapprove all entered records by right-clicking on any record and selecting Approve All (or Disapprove All). Once approved, the check box in the Approved column will be selected.
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