How To: Sale Pending Method 1A – Entering Parts and Labor

Overview

This tutorial describes how to enter parts and labor on a work order when using Sale Pending Work Orders Method 1A.

After completing the job, the service tech returns to record labor time and installed parts (Monster cable, wiring, plumbing, etc. depending on the industry and the job).

Step-by-Step

  1. Access the Parts and Labor selection (07-02) and enter your employee number.

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  1. Enter the work order number in the ‘Work Order’ field.

  1. Click the Add Line button at the bottom of the screen. The Line Maintenance window appears.
    • The Line Maintenance window might automatically appear when you access the order. In that case, you don’t need to click the Add Line button.

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NOTE: The following steps describe how to enter the Labor and Parts lines on the work order. It does not matter if you enter labor first or parts first. In this example, we are adding the labor lines first.

  1. In the ‘Part’ field, enter the labor item number (e.g. LABOR).
    • Notice that when you enter a labor item, the field title changes from ‘Part’ to ‘Labor.’ Other fields change as well.

  1. In the ‘Hrs’ field, enter the number of labor hours for the job.

  1. Enter the labor price per hour in the ‘Price’ field. The system multiplies this amount by the number of hours to calculate the Total price.
    • If factors are set up for the item in Inventory Master File Inq/Maint, a percentage of the amount in this field will be written, as the cost, to the DD interface line, which will also be captured in Sales Analysis reports. If the ‘Post Non-Inventory Product Type Costs’ box is checked in Ticket G/L Interface (02-18-13), costs are interfaced to General Ledger at the end of each day (when Sales Transactions Update (02-08-05) is run). If the ‘Post Non-Inventory Product Type Costs’ box is unchecked, NIPT costs must be adjusted via Journal Entries at the end of the month.

  1. In the ‘Tech’ field, enter the ID for the technician that physically completed the work.

  1. Enter the actual hours (not rounded) in the ‘Act Hrs’ field. This information is used for reporting purposes later.

  1. From the ‘Status’ drop-down list, select Installed.

  1. Click Ok. The Line Maintenance fields are cleared to allow entry of additional labor and/or parts.

  1. Repeat steps 2-10 until all labor lines are entered.

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  1. Now you need to enter the part(s)/item(s) used for the job. In the ‘Part’ field, enter the part/item number.

  1. In the ‘Qty’ field, enter the quantity of the part/item that was used/installed.

  1. Enter the price of a single part/item in the ‘Price’ field. The system multiplies this amount by the quantity to calculate the Total price.
    • These prices are not an additional charge to the customer. They are used solely for calculating margins for Sales Analysis reports.
    • The parts/items costs are captured in Sales Analysis Reports upon update of the DD sales transaction and are updated to the General Ledger when the work order is updated through Work Order Audit/Update (07-05).
    • Parts costs are posted to the G/L account designated as ‘COP’ in Inventory Transaction Code Maintenance (03-13) and the offsetting entry is posted to Merchandise Inventory via the ‘I/P 00’ code in the Z Poster (Auto I/F Post Acct Entry,15-14). At month end, a manual journal entry should be made to move the dollars from Merchandise Inventory to Parts Inventory on the Balance Sheet (depending on how your books are kept.)

  1. Verify the Pick Up Branch and enter a Locator number and/or A/P Invoice number if necessary.

  1. Select ‘Installed’ from the ‘Status’ drop-down list.

  1. Click Ok.

  1. Repeat steps 11-17 until all parts lines are entered.

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  1. Click the Finish tab and then the Finish and Finalize button.

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  1. Click Ok at the prompt, which shows the Completion Date and Unit Location.
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