Home

Inventory Work Order Manual - Information Management Services

1. Delete Work Orders Close Help print go Print Reports Project Cost Summary when in Project mode See a sample of this report The system requires that the IMS General Ledger and Accounts Payable applications be installed because data is shared and transferred between these applications The project number is the key to segregating costs within the same General Ledger account number Project numbers are system wide regardless of the application used to create a project Each work order must be assigned to a project A project may contain multiple work orders although it is not necessary Once a work order number has been assigned many other steps are possible The Work Orders Button will show all of the work orders associated with this particular project This is a view only screen To edit the work orders go to File Work Orders To insert new information or edit existing information about a project press the appropriate button Browse the Work Order File Work Order Job Name Opened Closed 22 METERS 10 01 33 ff INSTALL METERS 2 Y01010 3 4 METERS w 2000 00003 Y01020 1 METERS 10 01 99 10 01 99 INSTALL 1 METER Project Will Be Changed E Main Street Improvement Project 6 20 2001 Enter the Project Code the Project Name the Date Opened and the Date Closed Press OK Standard Reports 61 Day to Day Use Standard Reports 61 Custom
2. Tul Ne Using the Clipboard Go to Edit This menu contains the standard Windows editing functions using the clipboard It 1s active only when a document window 15 open Cut X Move the currently highlighted text to the Windows Clipboard Copy C Copy the currently highlighted text to the Windows Clipboard 13 Paste V Copy the contents of the Windows Clipboard to the field where the cursor is currently located Reference Help Contents Your program has assistance under Help press F1 at any time to take you to this section or Contents Contents has a better overview of the entire section It is filled with explanations of almost every function and key in the program You may want to familiarize yourself with some of the different items in there before beginning This makes using the program much simpler You may print the information you have entered at any time by selecting the appropriate item from the Print menu IMS Web Site Y ou may automatically link to the IMS web site if you are connected to the Internet by clicking within the Building Permits Manager program under Help IMS Web Site Contents Indes Search for Help How to Use Help View User M anual ES IMS Web Site About Utility Billing Windows has its own section for assistance with questions about Windows topics How to Use Help which is found within the program Use it by looking through the Content
3. fcn IA IA O RIRI 4 Appendix The AP IW FA GL Connection Parent Child Relationship Rules Accounting Issues w Direct Work Order Purchases Appendix B Large Screens Glossary Index Welcome Getting Started Welcome System Requirements Installation of Updates Windows Basics for 95 98 NT Users Windows Internet Users Windows Skills You ll Need ID 3 IA ON o This manual is best viewed at 100 magnification or higher for details on small screens Welcome to the Inventory Work Order System simplify record keeping for all your fixed assets Inventory Work Order System allows you to maintain inventory records and work orders for a water and electric utility It is also interactive with the IMS Fixed Assets program Once capital work order projects have been closed they can be transferred directly to the Fixed Assets data files This system is intended for tracking work orders done at a public utilities plant Inventory 15 tracked for use and re order It also allows tracking of work orders by type It will report project cost to General Ledger and handle project expenses It also updates a work in process account for projects and an inventory account and supports direct material purchases for work orders It is not interactive with the system chart of accounts and therefore cannot validate accounts numbers assigned to labor and materials Invalid numbers will be rejected when attempting to tra
4. Change All Ha Change e Bo Press the Apply Button to apply the changes immediately Users Go to Setup Security Users To insert a new user press the Insert Button To edit existing users highlight the name and press the Edit or Delete Button It doesn t matter whether a password is entered uppercase lowercase or a combination of the two The program considers them the same If you fail to provide Supervisor access to the security functions for at least one security profile you will be unable to make any additions or changes amp Browse the User File x John Enter the User Name the Password they want to use and the Security Profile A list will pop up automatically for you to choose from Use the Select Button Press OK to finish Adding a User Record General User Mame Password 7 Security Po Chart ID E rrr Group Cancel Help Once you have entered a password the following screen will pop upon reentry into the Inventory Work Order System program Just type in the password you chose and press OK It is a good idea to have one person keep the password with a possible backup person for security In this system once a person accesses the program he or she can make whatever changes they want So you may want to limit access to only one or two people rrr Groups Configuration 19 The Groups Button allows you to select which groups
5. Go to Utility Adjust Inventory This utility is for use as a year end adjustment after physical inventory Such adjustments appear grayed out in the inventory window If you have flagged an entry under Add Edit Purchase for adjustment it will be included in the list of inventory to choose from Enter the Account Number you want to adjust Press OK Debit Account Humber Account Number Dr ous Help For each inventory shrinkage adjustment this account will be debited and the inventory account for the item will be credited for the dollar value of the loss The next screen will display all the accounts A Adjust Inventory 123 456 78 Rubber car hoses PIPE PVC 15 20 2000 025 PIPE PVC 3 4 80 2000 030 PIPE 2 20 CL 160 1 357 2000 070 PIPE PVC 4 20 CL 160 180 2000 090 PIPE PVC 20 CL 160 2000 110 PIPE PVC 8 20 CL 160 0 2000 120 PIPE 8 20 C 300 36 2000 130 PIPE PVC 10 20 CL 160 0 2000 190 PIPE PVC 12 X 20 CL 150 0 2000 200 PIPE PVC 4 20 C 300 114 xl Close 42 Equipment Go to Setup Equipment To add new equipment Contract press the Insert Button To edit existing equipment press the Delete or Edit Button Enter the equipment Number the Name the Rate at which the equipment 15 billed and the Account number it is billed to You cannot manually override the hourly rate when adding to or changing a work order The rate is recalculated each time from the
6. if 47 The Reassign Button may be toggled off and on If it is pressed and a new department selection 15 not made pressing it again will exit the reassign mode and the work order number will remain unchanged When a work order is reassigned the old number is discarded and will not be reused Note that the numeric part of the work order number may change when it 1s reassigned because each department code has its own set of numbers Spell checking is available for users that have Microsoft Word installed on their computer Ifa Spell Button appears on the window it means Word is present If the button does not appear either Word 15 not present or is an incompatible version Press this button to print a work order form This requires a Windows compatible printer with graphics capability such as a laser or ink jet printer The work order can be printed any number of times and is a minimum of two pages long A work order may now be printed even if no labor or materials have been entered The first page contains the description and a list of employees and equipment used The second page contains a list of materials used You may also print a work order from Reports Work Order where you can select a data range to print from See a sample of a work order Work Order Number Work Order Number is automatically assigned once the fund is selected You may not override this number assignment This is done to prevent reassigning a work order t
7. 2 SW X FIP 2 SW X MIP 3 4 POLY X FIP 3 4 POLY X MIP 4 SW X MIP 4 X 2 SW X FIP LEAD 1 LEAD 3 4 LEAD 5 8 POLY X FIP 1 1 2 POLY X FIP 1 POLY X FIP 2 POLY X MIP 1 1 2 POLY X MIP 1 POLY X MIP2 PVC 1 SW X FIP PVC 1 SV X PVC 1 X 3 4 MIP X FIP Avg Price In Stock 23 16 132 0 20 0 11 0 50 1 48 1 54 2 96 3 57 3 65 6 75 1 35 2 82 6 15 6 93 16 50 4 13 14 00 5 87 1 08 0 96 0 60 1 15 0 26 Avg 8 23 01 Page 1 Total Cost 20 39 9 10 975 17 255 50 12 34 0 00 342 62 0 00 0 00 162 59 1 088 52 8 481 48 1 366 00 66 00 0 00 0 00 0 00 1 08 33 59 14 38 0 00 17 91 8 23 01 Page 4 14 5 82 27 78 35 48 0 46 0 47 4 75 4 37 1 57 2 74 12 95 14 50 5 48 15 50 5 97 19 50 12 95 5 59 18 34 0 25 0 23 0 29 1 Price Reorder O 79 Inventory by Worksheet City of Hotville Current Inventory by Location Stock Number Location Group Stock Description Units In Stock 123 45678 24 All Inventory Groups Rubber car hoses 2000 020 100 All Inventory Groups PIPE PVC 1 X 20 2000 025 FT 80 All Inventory Groups PIPE PVC 3 4 2000 030 1 957 All Inventory Groups PIPE PVC 2 X 20 CL 160 2000 070 180 All Inventory Groups PIPE PVC 4 X 20 CL 160 2000 090 FT 8 All Inventory Groups PIPE PVC 6 X 20 CL 160 2000 110 0 All Inventory Groups PIPE PVC 8 X 20 CL
8. 2005 091 ELL PVC 1 1 2 X 45 SW EA 1 15 2005 030 ELL PVC 4 X 45 SW EA 5 87 2005 010 ELL 4 X 90 SW EA 0 4 13 FERC Number List 81 Custom Reports sample WO Num Jab Name Description Puc2001 00001 Repair south seawall at city pier Concrete problem pieces breaking aff w 00002 Fix curb Curb damaged possibly fram large truck YW 2000 00001 Y01040 1 1 2 METERS INSTALL METERS 2000 00002 Y01010 3 4 METERS INSTALL 3 4 METER VC 2000 00003 Y01020 1 METERS INSTALL 1 METER Vy 2000 00004 673000 REPAIR amp MAINT REPAIR amp MAINT VC 2000 00005 673000 REPAIR amp MAINT Fix BLOY 2000 00006 673000 REPAIR amp MAINT REPAIR amp MAINT Wy 2000 00007 Y01010 3 4 METERS CHANGE OUT METERS METER MAINT Vc 2000 00008 Y01010 3 4 METERS CHANGE OUT 3 4 METER 2000 00009 673000 REPAIR amp MAINT REPAIR amp MAINT Vy 2000 0001 0 673000 REPAIR amp MAINT PUSHUNDER WELLPOINT amp SHOP VNI 2000 0001 1 Br S000 REPAIR amp MAINT HUNT WATER LIME Asset General Buttons Apply aE Ic 257 cu gt mq Change All i Close elete a Edit Help Insert 92 Glossary An item that has value and 1s owned by a city government or private individual or business Listed below are standard pushbuttons used throughout Inventory Work Order System Some buttons will not be visible due to the security acc
9. 2080 130 BUSHING 1 1 2 X 1 2 1 2100 2080 150 BUSHING 1 1 2 5 3 4 13 0 8600 2080 170 BUSHING GALV 1 1 4 X 1 33 0 8600 2080 190 BUSHING 1 1 4 x 3 4 22 0 3463 Date Vendo Catalog Number Quantity f Unit Price 10 31 00 HOMELAND IRRIGATION 50 0 1700 10 11 00 HOMELAND IRRIGATION Add Purchase Edit Purchase Delete Purchase Close Help Update Purchase Stack Mum 123 415578 Rubber car hoses Purch Date Deliv Date 47 0 Buyer Fund oni PO Num 2 BefNum 1622 EheckNum 1 Vendor BROOKS SPRINKLER Catalog HGJ435 Quantity Unit Price 102500 TotalPrice 215 25 Inventory Adjustment Done Record will be Changed Purch Date Enter the date the purchase was made The F3 Key may be used in this field and all other date fields to display a popup calendar to assist in selecting the date Deliv Date This is an optional field that can be used for the date the purchased material was placed in inventory Buyer This may be used for the initials of the person who made the purchase Fund This field may be used for the fund number that paid the expense of this purchase The value may be up to three digits 38 Num This field may be used for a purchase order number or any numeric value up to six digits Ref Num Accounts Payable reference number Check Num This may be used for the check number that paid for
10. The View Only level allows persons access to information but does not allow it to be changed It also prevents confidential information from being viewed by the user when Data Entry permits access to data only The Update level allows users to change individual work orders but does not allow changes to be made affecting many orders The System Update level permits access to all functions except security The Supervisor level password is the highest security level permitting access to everything and be set up first then you may add additional profiles Once you have set up your security profile you can begin adding users for the program Security Profiles Go to Setup Security Security Profiles To insert a new profile press the Insert Button To edit an existing profile either delete it with the Delete Button or press the Edit Button Apply Browse the Security File Ea Security Profile gy met ri Delete Close T Help amp Changing a Security Record M ama SLIPeryvigor ae ile Supervisor Work Order Item Supervisor Inventory Item Supervisor Project Item Supervisor Print Setup ltem Supervisor Exit ltem Supervizor Setup Supervisor Employee Item Supervisor Equipment Item Supervisor 1 Contract Item Supervisor Department Codes Supervisor FERC Numbers Item Supervisor
11. amp Record Will Be Changed Ea General Code CHE M ame Cancel T Help FERC Numbers 4sset mode allows these to be active Go to Setup FERC Numbers or you may go to File Work Orders and edit your FERC numbers there labor equipment and materials used in a work order must be coded according to a numbering system established by the Federal Energy Regulatory Commission work order cost items must be assigned a FERC number when they are added There is no association between FERC number and inventory or labor item until it is added to the work order 29 For example a particular part may be assigned of several different FERC numbers depending on what it is used for Thus a FERC file must be built before work orders can be created A component record will be created for each different FERC number used by the work order The FERC number will be placed in the model number field of the component The description field from the FERC file will be placed in the component description field The total cost of all equipment labor and materials used the work order for that FERC number will be placed in the component cost field other fields in the component record particularly depreciation schedule must be filled in via Fixed Assets Manager file maintenance Adding an FERC Number Go to Setup FERC Numbers Or you may add through File Work Orders To add new FERC numbers enter the number
12. 160 All lnvantane racine 2 wv oN ann 96 B Inventory Adjustment Report City of Hotville Inventory Adjustments by Stock Number 3528 0 Adjusted Between 1 01 88 And 3 28 02 Stock Description Group Date Note Qu 123 45678 Rubber car hoses All Inventory Groups 417 01 BROOKS SPRINKLER Grand Total Adjustme 80 Inventory Reorder Report Hotville FERC Number List Number Description 000 000 01 Elisabeth Eaker 123 456 768 John Doe 000 000 62 Jane Doe 676 543 211 John Old 8 24 01 Page 1 Hotville 3 93 01 Low Stock Reorder Report Page 1 Stock Description Units In Stock Avg Price 2025 091 BUSHING 1 1 2 X 1 EA 0 56 2025 090 BUSHING PVC 2 X 1 SW EA 0 42 2025 010 BUSHING PVC 6 X 4 SW EA 0 4 21 2121 190 CAP CI MJ 5 EA 0 00 2121 080 CI MJ 8 EA 0 00 2100 010 2 EA 0 00 2035 040 CAP PVC 1 SW EA 0 1 00 2150 050 CORP STOP 1 1 4 EA 7 59 2090 005 COUPLING COMP GAL 2 1 2 EA 7 53 2210 050 COUPLING MAXI STEP EA 92 00 2040 040 COUPLING PVC 1 1 2 SW EA 0 0 27 2115 180 CROSS CI MJ 12 XB EA 253 70 2110 080 ELL Cl MJ 12 X 11 1 4 EA 120 00 2110 050 ELL Cl MJ 12 X 22 1 2 EA 0 119 18 2110 030 ELL Cl MJ 12 X 45 EA 125 62 2110 010 ELL Cl MJ 12 X 90 EA 123 26 2110 290 ELL Cl MJ 4 X 11 1 4 EA 42 90 2110 150 ELL CI MJ8 X 11 1 4 EA 0 71 17 2060 200 ELL 1 1 4 X 3 4 X 90 EA 0 86
13. 8 08 00 HOMELAND IRRIGATION 50 0 13 2015 090 ADAPTER 2 SW X 5 46 00 SEMSCO 24 0 51 2015 210 ADAPTER PVC 3 4 SW X FIP 10 31 00 HOMELAND IRRIGATION 50 0 17 2015 210 ADAPTER PVC 3 4 SW X FIP 10 41 00 HOMELAND IRRIGATION 50 0 17 2015 230 ADAPTER PVC 3 4 SW X MIP 10 11 00 HOMELAND IRRIGATION 50 0 12 2015 230 ADAPTER PVC 3 4 SW X MIP 8 08 00 HOMELAND IRRIGATION 100 0 12 2015 230 ADAPTER PVC 3 4 SW X MIP 8 08 00 HOMELAND IRRIGATION 100 0 12 2040 070 COUPLING 3 4 SW 10 31 00 HOMELAND IRRIGATION 100 0 11 2055 090 PIPE GALV 2 X 21 8 29 00 HOMELAND IRRIGATION 21 1 76 2055 112 PIPE DUCTILE IRON 4 5 46 00 SEMSCO 20 6 77 2060 030 ELL GALV 2 X 90 8 22 00 SUNSTATE METER AND SUPPLY INC 12 4 06 2080 010 BUSHING GALV 2 1 2 X 2 12 27 00 FERGUSON UNDERGROUND 6 4 14 2090 010 COUPLING COMP GALV 2 8 22 00 SUNSTATE METER AND SUPPLY INC 36 18 21 2090 010 COUPLING COMP GALV 2 50500 SUNSTATE METER AND SUPPLY INC 36 13 80 2090 030 COUPLING COMP 1 1 2 8 22 00 SUNSTATE METER AND SUPPLY INC 12 11 22 2090 070 COUPLING COMP GALW 1 11 08 00 SUNSTATE METER AND SUPPLY INC 50 9 30 2090 090 COUPLING COMP GALV 3 4 8 08 00 FERGUSON UNDERGROUND 48 6 00 2090 090 COUPLING COMP GALV 3 4 8 08 00 FERGUSON UNDERGROUND 48 6 00 2095 010 NIPPLE GALV 2 X 6 5 16 00 SEMSCO 24 1 70 2095 030 NIPPLE GADS 2 X 3 50500 SEMSCO 24 0 93 Stock 2000 020 2000 025 2000 030 2000 070 2000 090 2000 110 2000 120 2000 130 2000 190 20
14. Reports 64 Print Preview 64 Work Orders Go to Print Reports Work Orders You will not be able to preview this report but can cancel during printing by pressing the Cancel Button You may print whatever is the Notes field on the work order if you are printing individual work orders or work orders by date Select the Beginning and Ending Dates On reports that allow entering a date range open work order report closed work orders by date purchases report work orders by date closed work order list inventory adjustments the default beginning date 15 the first day of the month of the current system date Printing by department If there 1s no default department code set in the system file a range of departments may be selected Otherwise it will include only the department set in Setup System Data Dept Code A subtotal is printed for each department printed One report prints a list of open work orders while the other prints a list of closed work orders A range of date closed is offered for the closed work order report When work orders are printed the rate shown in the Rate Unit Cost column includes the surcharge if any This applies to inventory materials labor equipment and contracted work reports and windows that include hourly rate or unit cost also have this 62 Beginning Date Ending Date 8 23 01 Beginning Date to Print Open Work Orders Go to Print Reports Work Order Open Work Order L
15. base rate stored in the employee equipment file Humber M ame 2000 DODGE 1500 Rate 25200 Account 401 0026 533 5432 Cancel Help Alternately you may go to File Work Order This contains more fields of information See Employees for the same fields of information to fill out Note that because employees and equipment share the same data file the same number cannot be used for an employee and equipment Go to Setup Contract This is a list of the contract employees or equipment i Browse Contracted Labor x By Number P ye RA I DCN Texaco Service Station Insert Chane Delete Close Help 43 You may enter the employee or equipment Number the Name the Rate and the Account number to which this 1s billed amp Changing a Contract Employee M ame another Rate 100000 Account 401 0026 5335434 Cancel Help Work Order to File Work Order A work order consists of a set of tasks to be accomplished The costs of the tasks have three components one or more employee s time at a particular hourly rate the use of equipment at a particular hourly rate and materials at a particular unit price Before a work order can be created you must have an inventory file and an employee equipment file so you can select the labor and materials used in completing the work order So the initial use of the p
16. directly updates the inventory and purchases file for inventory and the work order materials used file for direct purchases 71 As in all IMS applications Inventory Work Order System cannot transfer this information to General Ledger General Ledger must initiate the transfer from all interactive applications Inventory Work Order Transfer from Inventory Work Order System is initiated using File Transactions Transfer Transactions Inventory Work Order Transfer is from the Inventory Work Order System transaction file to the General Ledger transaction file 72 Parent Child Relationship Rules June 2001 All of the IMS program databases have parent child relationships It is generally bad practice to allow a database to accumulate orphans which are child records whose parent has been deleted Parent deletions can be done in one of two ways depending on the individual situation either you delete all children when the parent is deleted cascade or deny if the parent has any children The relationships and dependencies are shown as in the excerpt from the data dictionary summary below WTask FILE DRIVER TOPSPEED RECLAIM NAME wtaname PRE WTA BINDABLE Work order task By Task KEY WTA Task DUP NOCASE OPT Task Key By Order KEY WTA WorkOrder DUP NOCASE OPT Order Key WTA By_Task lt lt gt TAS By Task Update CASCADE Delete RESTRICT WTA By_Order lt lt gt ORD By_ID Update CASCADE Delete
17. easily The explanation steps are directly below it The manual attempts to follow the natural progression of steps the user would normally take when running the program If in doubt always look to the Index for the topic and hyperlink jump from one point of the document to another from the page number to the item you seek Use the Go Back Button to go back to where you were before hyperlinking You may view the user manual from within the program under Help View User Manual if you have Adobe Acrobat Reader First Steps There are a few short but important first steps you will want to establish for the security and efficiency of your accounts The first is to setup your program information which will include the security access to your system This means that you need to decide who will be allowed access to the system After this has been done you are ready to start using your Inventory Work Order System program Security It is a good idea to have an alternate who can add information into the system in case of emergency Passwords should be in a secure location held only by a supervisor or alternate manager 15 Getting Organized Security 15 Configuration 19 System Data 42 System Date 21 Department Codes 27 FERC Numbers 28 Employees 30 Inventory 2s Adjust Inventory 41 Equipment 4 Contract 42 Work Order 43 Transferring 54 Project 58 If a user does not log in within one minute the Inventory Work Order S
18. fill out See Transferring Fixed Assets for more details Click OK when finished 26 Work order expense amounts may be automatically adjusted by a surcharge percentage based on the type of cost labor materials etc These surcharge percentages are set using Setup System Data Surcharges Fill out the surcharge status and the total cost fields You may add to the entry forms by selecting or deselecting surcharges Both the taxable and surcharge appear as checkboxes on entry forms but they function differently Using File Work Order neither the tax amount nor the surcharge will show in the Rate or Price columns but both will be included in the Cost columns and the work order total However when viewing a work order employee equipment or material record the surcharge will be included in the total cost amount whereas the tax amount will not This is so the tax may be tallied separately when work orders are printed rather than being included in the individual cost amounts by account number Inventory Work Order Setup General Project Made City Name Data File Path 7 Report Path cmsiw 00020202200 Tax Hate 0 000 Premium Ratio 1 50 Dept Code surcharges Materials 100 Labor 1 00 26 Equipment 1 00 26 Contracted 1 00 26 Work Order Year This name will be printed on report headers System Date Department Codes 27 Work Orde
19. for such purchases The Inventory Work Order System program will reverse the expense and move it to the work order asset account There are certain restrictions that must be observed for successful operation An activity item may be either material for inventory or direct materials for a specific work order not both A single cost distribution account should be used for the 70 activity This account number will be sent to Inventory Work Order System for direct purchases No project number should be specified for inventory or direct purchases If one is entered it will be erased Inventory Work Order When in the Asset configuration Inventory Work Order System will transfer closed capital work orders to the Fixed Assets Manager database when the Transfer Button is pressed File Work order Transfer When in the Project configuration work order information needed by General Ledger is saved in a transaction file This information consists of the account number amount work order project month and year for each item of a work order Each item of a work order employee contracted inventory direct purchases will generate one debit and one credit transaction These transactions are created whenever an item is added to a work order or a change is made to an item in a work order Note that the Inventory Work Order System transaction file is not the file that receives the transfers from Accounts Payable Accounts Payable
20. in XXX XXX XX format The dash separators will be filled in for you but you must enter leading zeros to fill out the full length if necessary For example a number of 12 34 56 may be entered as 12 34 56 or it may be entered as 01203456 If you enter it as 123456 it will be formatted as 123 456 Changing FERC Numbers Go to Setup FERC Numbers Or you may add through File Work Orders Select the work order then select the employee equipment or inventory item for which the FERC number 15 to be changed Click on the Change Button to the right of the browse While in the FERC number entry field enter the number you want to change to If the number exists enter it exactly If it is a number that does not exist you may enter any number that is not in the file currently The FERC number browse will then appear If you entered a valid number it will be highlighted Employees 30 Press the Enter Key and the new number will be transferred back to the work order window If you are adding a new FERC number enter the new number in the format Then press the Tab Key to move to the description field and enter the description Press the Enter Key when done and the new number will be transferred back to the work order window When this window appears from another location you will press the Select Key to select the FERC number you choose amp FERC Numbers Available EI 000 000 01 Elisabeth Eaker 23 455 780 00 000 62 75 5
21. neither the work order type or department due to and due from accounts will be used because there 15 no work order involved The hierarchy in this case 15 the system default accounts will be used if available If they are blank the account numbers computed from the General Ledger fund file will be used Go to Setup System Data This is where you set the City Name Data File Paths Report Paths Tax Rate the default Premium Ratio rate and the Department Code P Inventory Work Order Setup OF x General Project Mode City Data File Path C AimsMvA Report Path C ims clarion 00 Tax Rate 0 000 Premium Ratio 1 50 Dept Code mm File version 2 110 Cancel This name will be printed on report headers When in the Dept Code field press F3 for a pop up list of department codes Project vs Asset Mode Inventory Work Order is a dual mode application It can be set to run in either mode but cannot run in both nor should it be changed from one mode to the other once it is installed In the Asset mode it 1s intended for use by a water and or electric utility where completed capital work orders become assets and are transferred to the IMS Fixed Assets Manager database 23 In the Project mode it is interactive with Accounts Payable and General Ledger but does not transfer to Fixed Assets Manager even if the work order is coded as capital In each mode certain fields are displayed an
22. of accounts in Setup Security Users Change Button Once a valid General Ledger data path has been set up the next time Inventory Work Order is started the list of charts of accounts may be viewed using the hot key 25 There is no provision for Inventory Work Order users adding deleting changing any General Ledger data This is only for convenience in looking up accounts and to minimize entering invalid accounts The available chart of accounts will always be the one for the current fiscal year set in General Ledger Accounts Payable Data Path This allows you to purchase items for inventory or it can purchase items for a work order See Transferring to Accounts Payable for more details Default Account Numbers These are the account numbers for the program to transfer information from the other programs which are being used with Inventory Work Order System cm Inventory Work Order Setup Pale Es General Project Mode GL Data Path AP Data Path CAMS 7 Default Account Numbers Labor 401 0026 533 5431 Equipment 401 0026 533 5432 Contracted 401 0026 533 5434 Materials 401 0026 533 5430 Work In Process 401 169 9100 Inventory a01 141 2000 Due From Due Po Path to general Ledger data 1 If you chose Asset mode fill out the General Tab the same way without the Dept Code field The second tab Asset mode will only have the Fixed Assets Data Path to
23. the user will belong to When in the Chart ID section press F3 for a pop up list User Mame imz Password crs Print Security Profile List Go to Setup Security Print Security Profile List A report that lists all security profiles and the access for each menu item was added at This report requires Supervisor access to print The security profile list report indents the items according to the menu hierarchy and indicates whether each is a menu or an item Run 10 22 02 City of Hotville 8 32AM Inventory Work Order Security Profiles a ID Profile Name Menu Item Access File Superesor Work Order Supenesor Inventory Supem sor Project Supemsor Print Setup Supenetor Setup Supentsor Employee Supenesor Equipment Supervesor Contract Supenesor Department Lodes Supemsor Work Order Types Supenesor inventory Groups Superesor FERC Numbers Supenesor System Data Superezor Configuration Supervisor Set System Date Superesor Secuny Supermesor Security Profiles Supervisor Prnt Secunty Lest Superesor Users Supenetor In order to set which mode you are going to operate in you need to go to Setup Configuration Data before you go any further If you intend to operate in Asset mode then check the box Otherwise the program will assume you are operating in Project mode See Project vs Asset mode for further details Program Configuration Options Auto Sy
24. 00 200 2000 210 2000 215 2000 220 2005 005 2005 010 2005 011 2005 030 2005 050 2005 070 2005 090 2005 091 2005 110 Stock 2170 050 2170 070 2235 010 2235 020 2015 110 2015 090 2170 110 2170 090 2015 030 2015 070 2170 130 2170 120 2170 115 2170 114 2170 030 2170 112 2170 113 2170 010 2170 111 2015 170 2015 190 2015 160 Inventory by Stock Number 78 Hotville Current Inventory by Stock Number Description PIPE PVC 1 X 20 PIPE PVC 3 4 PIPE PVC 2 X 20 CL 160 PIPE PVC 4 X 20 CL 160 PIPE PVC X 20 CL 150 PIPE PVC 8 X 20 CL 150 PIPE PVC 8 X 20 C 900 PIPE 10 X 20 CL 160 PIPE PVC 12 X 20 CL 160 PIPE PVC 4 X 20 C 900 PIPE PVC 6 X 20 C 900 PIPE PVC 10 X 20 C 900 PIPE PVC 12 X 20 C 900 ELL PVC 6 X 80 SW ELL PVC 4 X 80 SW ELL PVC 4 X 80 SW FIP ELL PVC 4 X 45 SW ELL 2 X 80 SW X FIP ELL PVC 2 X 80 SW ELL PVC 2 X 45 SW ELL PVC ELL PVC 11 2 SW 1 X80 SW Inventory by Description Report Units Hotville In Stock 100 8 1 957 180 8 0 96 0 0 120 386 1 380 200 4 0 0 0 1 35 18 0 53 Current Inventory by Description Description ADAPTER ADAPTER ADAPTER ADAPTER ADAPTER ADAPTER ADAPTER ADAPTER ADAPTER ADAPTER ADAPTER ADAPTER ADAPTER ADAPTER ADAPTER ADAPTER ADAPTER ADAPTER ADAPTER ADAPTER ADAPTER ADAPTER 1 X 3 4 POLY X MIP 1 X 3 4 X POLY X FIP 10 AC TO MJ 12 AC TO MJ
25. 192255140 TURN ON METER 10 06 99 3603 KEARLY AVENUE TURN ON METER 47 0C Ww 2000 00020 2255140 TURN ON METER 10 06 99 0 1437 STENEWAHEE AVENUE TURN METER 47 0C 1 2000 0002 1673000 TURN ON METER 10 06 99 1912 FERNWAY TURN ON METER 47 OC W 2000 00022 2255140 TURN ON METER 10 06 99 721 8TH AVENUE TURN ON METER 47 0C W 2000 00023673000 REPAIR amp MAINT 10 07 99 CIVIC CENTER US 17 GEORGE CLEAN UP SPOT LINES FIX LEAK 518 36 2000 000247 01010 3 4 METERS 10 07 88 O HIGHLANDS AND ALHAMBRA METER MAINT 492 77 2000 00025 01010 3 4 METER 10 07 88 4503 amp 4525 ALHAMBRA AVENU METER MAINT OO 233 97 W 2000 00026 2255140 TURN ON METER 10 07 88 0 NAGEL 2302 ANDALUSIA TURN ON METER 58 86 W 2000 00027 673000 REPAIR amp MAINT 10 07 99 PUTTERS COURT 1319 EUCALYREPAIR amp MAINT 144 6 amp W 2000 00028 673000 REPAIR amp MAINT 10 08 99 O FIREMAN S FIELD REPAIR amp MAINT MATERIAL ONLY 51 87 W 2000 000282255140 TURN ON METER 10 08 99 2030 LAKEVIEW DRIVE TURN ON METER 58 35 77 ect Cost Summary Report Pro Run 8 23 01 SSEM Project Cost Summary Page 1 Included in this report Projects 4 to 6 Project Description Date Opened Date Closed 4 Main Street Improvement Project 6 20 2001 Work Order V 2000 00001 Y01040 1 1 2 METERS Opened 10 01 99 Closed Labor 310 53 Equipment 29 40 Matetals Total Work Order Cost 494 97 Work Order V 2000 00002 01010 3 4 M
26. 43 21 Insert Change Delete 8 To print the FERC Number List go to Reports FERC Number List Or see a sample of this list Go to Setup Employee or alternately to File Work Order Change Button on Employees and Equipment If you go through Setup Employees find this screen Browse Employees By Number Mumber Mame MAURO SAME DONALD CANT GAWIN ELBOW DAVID YOUNG DAVID DONE DENNIS ELECTRIC ENNIS L WH Y ME OWEME HTH N FIRE Name MAURO SAME D NALDCANT 0 0 GAWIN ELBOW 02 DAVIDYOUMG 0 0 0 0 0 DAVID DONE DENNIS ELECTRIC 0 B EGO Clase Help 31 Press Insert to add a new employee Change or Delete to edit an existing employee Humber NET M ame GARVIN A TALLHILL 7 Fate 27900 Account 401 0026 533 5431 Cancel Help Alternately go to File Work Order You have more information to edit here In the Employee section of the work order press the Add Change or Delete Button The work order is automatically entered for you here Enter the FERC Number if you are in Asset mode The FERC number screen will pop up See Changing an FERC number Assign the Employee or Equipment a Number different from the FERC number amp Update Employee Equipment Lx Wark Order 2001 00001 FERC Number Emp EquMum A08 GARVIN TALLHILL Date 2 20 01 Ho
27. EPAIR amp MAINT 10 01 99 0 3308 ASTORIA REPAIR amp MAINT 88 37 W 2000 00005673000 REPAIR amp MAINT 10 0199 BEVERLY FIX BLOW 48 0 W 2000 00006673000 REPAIR amp MAINT 10 01 99 0 2403 SR 17 N RYANT ROAD amp 2REPAIR amp MAINT 215 81 2000 00007 Y01010 3 4 METERS 10 04 99 4620 4806 4800 4720 4810 46800 CHANGE OUT METERS METER MAI 1 030 02 2000 00008 01010 3 4 METERS 10 04 99 1501 STENEWAHEE CHANGE OUT 3 4 METER 66 36 2000 00009673000 REPAIR amp MAINT 10 04 99 DAHOMEY ST 141 NE LAKEVIELREPAIR amp MAINT 414 7 1 2000 000 10673000 REPAIR amp MAINT 10 04 99 PUSHUNDER PUSHUNDER WELLPOINT amp SHOP 72 0 W 2000 00011673000 REPAIR amp MAINT 10 05 99 CIVIC CENTER HUNT WATER LINE 487 52 2000 000122255140 TURN ON METERS 10 05 99 O 210 NORTH COMMERCE AVENU AFTER HOURS METER TURN ON 58 8t W 2000 00013673000 REPAIR amp MAINT 10 05 99 643 FERNLEAF AFTER HOURS LEAK 58 8t 1 2000 000 1401010 3 4 WATER METERS 10 05 99 0 SMITH 5318 OAK ROAD BUCHCHANGE OUT METERS 326 71 1 2000 000 15673000 REPAIR amp MAINT 10 05 99 1543 KILLARNEY 5330 LAKEWOREPAIR amp MAINT 57 86 1 2000 000 16673000 REPAIR amp MAINT 10 06 99 O CIVIC CENTER NEW WATER LINE 775 9 2000 00017 01010 3 4 METERS 10 06 99 0 2111 GARDENVIEW ROAD BOB ENEW INSTALL 3 4 METER 245 5 1 2000 000 18673000 REPAIR amp MAINT 10 06 99 200 S MANGO 152 S COMMERREPAIR amp MAINT 274 54 W 2000 000
28. ETERS Opened 10 01 99 Closed Labor 72 52 Equipment 4 72 Materias A 000 0 0 0 000 Total Work Order Cost 191 83 Work Order V 2000 00003 Y01020 1 METERS Opened 10 01 99 Closed Labor 42 73 Equipment 2 35 Total Work Order Cost 70 51 Total Project Labor 425 78 Total Project Materials 295 15 Total Project Equipment 3b 48 Total Project Cost 757 41 Total Labor All Projects Listed 425 78 Total Materials All Projects Listed 295 15 Inventory Purchases Report Hotville Purchases by Stock Number 8 23 01 Page 1 Purchased Between 1 01 85 And 8 23 01 Stock Numbers 2000 020 thru 2301 101 Stock Description Date Vendor Catalog Number Quantity Unit Price 2000 020 PIPE PVC 1 X 20 3 28 00 HOMELAND IRRIGATION 2000 020 100 0 21 2000 030 PIPE PVC 2 X 20 CL 160 8 10 00 FERGUSON UNDERGROUND 2 000 0 50 2000 030 PIPE 2 X 20 CL 160 8 10 00 FERGUSON UNDERGROUND 2 000 0 50 2000 030 PIPE 2 X 20 CL 160 413 00 SEMSCO 1 000 0 53 2000 030 PIPE PVC 2 X 20 CL 160 3 10 00 HUGHES SUPPLY LAK 1 000 0 50 2000 070 PIPE PVC 4 X 20 CL 160 4 13 00 SEMSCO 100 2 55 2000 090 PIPE PVC 6 X 20 CL 160 413 00 SEMSCO 100 1 23 2000 210 PIPE PVC 6 X 20 C 900 3 28 00 HUGHES SUPPLY LAK 2000 210 200 3 12 2005 070 ELL 2 X 90 Sw 8 22 00 SUNSTATE METER AND SUPPLY INC 24 0 98 2005 170 ELL PVC 3 4 X 90 SW 10 31 00 HOMELAND IRRIGATION 100 0 13 2005 170 ELL PVC 3 4 X 90 SW 8 08 00 HOMELAND IRRIGATION 50 0 13 2005 170 ELL PVC 3 4 X 90 SW
29. IMS INFORMATION MANAGEMENT SERVICES INC Inventory and Work Order System User s Manual 2001 Information Management Services Inc rights reserved Reproduction adaptation or translation without prior written permission is prohibited except as allowed under the copyright laws First Edition August 2001 Version 2 172 Warranty The information contained this document is subject to change without notice Information Management Services makes no warranty of any kind with regard to this material including but not limited to the implied warranties of merchantability and fitness for a particular purpose Information Management Services shall not be liable for errors contained herein or for incidental or consequential damages in connection with the furnishing performance or use of this material Information Management Services Inc P O Box 3720 Ormond Beach FL 32175 386 677 5073 Table of Contents Getting Started Welcome System Requirements Installation of Updates Windows Basics for 95 98 NT Users Windows Skills You ll Need Getting Organized Security Configuration System Data System Date Department Codes FERC Numbers Employees Inventory Adjust Inventory Equipment Contract Work Order Transferring Project Day to Day Use Standard Reports Custom Reports Print Preview U ES N IN ID Itn WM cA A G2 02 ININ IN B IS E E
30. RESTRICT The double arrow is on the side of the many file in a many to one relationship So the single arrow points to the parent key and the double arrow to the child The Update and Delete indicate what happens when a parent is updated and deleted A blank means it is allowed and no action is taken Restrict means it is not allowed the user will get a warning message Cascade means all children will be deleted In the case of an update action if a key value in a parent is changed cascade means all children will be changed likewise 73 Accounting Issues Regarding Direct Purchases March 2002 Changes were made in this release to the accounting procedures for direct work order purchases In the prior version direct material purchases were supported for Inventory Work Order only Accounts Payable would debit the expense account s specified in the distribution list and erase the project number if present and transfer the material to the specified work order Inventory Work Order would create a pair of transactions for each direct material item consisting of a debit to the work in process account specified for the work order and including the project and a credit to the expense account used by Accounts Payable with a blank project number The net effect of this pair of transactions was to reverse the original debit by Accounts Payable and debit the correct account and to post it to the project for the work order Beginning wit
31. RS METER MAINT j Ne Delete Transfer 191 83 Employees and Equipment c m Inn 000 000 00 91 FORD 350 TRUCK 32 000 000 00 ROY BLACK 200 m 22 32 000 000 00 DAVID YOUNG 2 00 10 83 21 66 Add Change Delete 77 24 SADDLE f 000 000 00 CORP STOP 3 4 POLY 3 5679 57 000 000 00 CURB STOP 3 4 POLY 1 1 2457 1 25 000 000 00 VALVE BRASS GATE 3 4 1 B 5728 6 57 Add Change Delete 114 59 Close Lr E ar To add a new work order press the Insert Button in the top screen To edit press the Delete Button or Edit Button The minus sign will indicate negative quantities on the work order display window and work order form Negative amounts are supported in the totals fields under each of the three browse boxes In Asset mode the Transfer Button will transfer the currently selected work order to Fixed Assets If the button is dimmed it means the transfer cannot be made for one of several reasons Requirements for enabling transfer 1 There must be a path in the Fixed Assets Data Path field in the Setup Screen 2 Fixed Assets data files must exist in the path indicated above 3 It must be a Capital work order 4 The Date Closed field must be filled in 5 The work order has not been transferred before In ad
32. The F3 Key may be used to aid in selecting the date Capital work orders cannot be transferred to Fixed Assets Manager until this date is filled in Project In Project mode this is the Project Number If you want to select another project number press F3 and the Project window will pop up The system requires that the IMS General Ledger and Accounts Payable applications be installed because data 15 shared and transferred between these applications The project number is the key to segregating costs within the same General Ledger account number Project numbers are system wide regardless of the application used to create a project Each work order must be assigned to a project project may contain multiple work orders although it is not necessary Once a work order number has been assigned many other steps are possible If a work order has no project number the project name 15 cleared 51 Work in Process In Project mode this is the Work in Process Account Number This is shortened to WIP The account number debited work in process for a work order is will print in the header of the work order form The default account number for the debit account for a work order is determined by one of several sources depending on how the system 15 set up When a work order 15 created the work in process account will be determined by the work order type If there is no work in process account associated with the work order type the account wil
33. a sample of the list Go to Reports Custom Reports Select from Print Report or Create Report A very basic sample report is included with this release Custom reports may also be created if the Clarion Report Writer 1s installed Browse Custom Reports By Name By Description By File PW SAMPLE TA Work Orders Work Order List 14 Preview Report Close 2 Help See the sample of the custom report that is included Go to Reports Custom Reports Print Report The Inventory Work Order System has a feature which allows you to see your reports on the screen before they print This is useful when you only want to see the information on the screen but it also gives you the opportunity to fine tune the appearance of reports you will be sending to the printer See each of the Print Preview Buttons individually in the Glossary to explain how they ll affect your report APPENDIX A IMS Technote 1 Copyright 1999 Information Management Services Inc The AP IW FA GL Connection January 15 2001 Accounts Payable Assets When items are coded as assets and the asset information filled in it will be added to the Fixed Assets Manager database when the activity is fully paid The transfer takes place each time Accounts Payable is started if configured for automatic transfer Setup System Data Configuration Options Auto Asset Update Otherwise it may be done explici
34. access to only a single group Selecting a different group will cause the inventory list shown below to immediately switch to the new group Remember that at any time the inventory shown will be that in the user s current group and any inventory assigned to all groups Changing the inventory group in this window will not change the default inventory group that governs all other windows and reports To change the default group use Utility Change Inventory Group When the OK Button is pressed the default group will be changed to the selection made from the drop list This change will be in effect only for the current session When the user logs in later the default will revert to as set in Setup Security Users Change Groups If the inventory group option is not installed or no groups are created the program will function as before all inventory will be available to all users If an inventory item 15 41 assigned to a group it will be available to users assigned to the same group and users not assigned to a group Stated in another way inventory assigned to a group will not be available to users assigned to a different group Inventory that is not available to a user will not appear in inventory selection and update windows nor in inventory reports The exception is in viewing or printing work orders If inventory was used on a work order from a group different from that of the current user it will still be shown Adjust Inventory
35. and group for transferred assets may be changed in Fixed Assets Manager It is recommended that you use a special value for the group number so transferred assets may be easily located for filling in additional information not available from Accounts Payable Inventory When items are coded as inventory and the inventory information filled in it will be added to the Inventory Work Order System database when the activity is fully 69 paid The transfer takes place each time Accounts Payable is started if configured for automatic transfer Setup System Data Configuration Options Auto Inventory Update Otherwise it may be done explicitly using Utility Update Inventory Work Order Direct Purchases When items are coded as for a work order and the work order specified it will be added to the Inventory Work Order System database when the activity is fully paid The transfer takes place each time Accounts Payable is started if configured for automatic transfer Setup System Data Configuration Options Auto Inventory Update Otherwise it may be done explicitly using Utility Update Inventory Items coded to a particular work order will appear in list of materials for the specified work order after transfer to Inventory Work Order System The description appearing in the work order materials list will be the item description When purchasing for a work order the cost distribution account should be the standard expense account
36. ank the system wide defaults will be used Setup System Data Project Mode tab Due From and Due To If these fields are blank due to and due from account numbers will be derived from the General Ledger Fund file and the funds involved in the out of balance transactions To avoid confusion it is recommended that you use either the department accounts or the work order type accounts but not both The system will function according to the hierarchy described above if both are used but the probability of user error is greater There is an important distinction between the due to amp due from account numbers obtained from the work order type department system defaults and from the General Ledger fund file If the accounts come from the General Ledger fund file system department and work order type accounts are blank the account numbers will be derived from the funds involved in the out of balance transactions This will assure interfund balance because the account numbers are computed dynamically using the standard IMS system If the account numbers from any of the sources in Inventory Work Order are used they must be full account numbers including the fund and will be used literally In this case it 1s up to the user to make sure the funds of the accounts are appropriate for the work order If they result in an interfund out of balance the system will not correct it System Data 22 When adjusting inventory for shrinkage
37. asset If for example a vehicle is purchased and options such as engine transmission etc are listed in separate items each option will become a separate asset if the asset box is not checked for the activity A utility is available in the event that items were incorrectly transferred as assets rather than components Utility Restore Transferred Assets It will restore all assets transferred during the current accounting period lt is highly recommended that this menu item and similar ones that should only be used in extraordinary situations be given the 68 highest security level to prevent casual use After the asset items are restored they can then be corrected and transferred once again Be aware that restoring an asset as untransferred does not remove it from the Fixed Assets Manager database You must also delete restored assets and their components from Fixed Assets Manager before transferring again or the assets will be in the database twice When assets are added to the Fixed Assets Manager database the asset number is generated from the current system date in YYMMDD format followed by a sequence number from 0001 to 9999 The asset type class and group will be the default values in the system file The fund and department of the asset will be taken from the cost distribution account If the cost was distributed to multiple funds or departments the first will be used The default asset number type class
38. available only in Project Mode You will be able to preview this report See a sample of the Summary Report Inventory Report Go to Print Reports Inventory You may print Inventory by Purchases Stock Number Description Worksheet Adjustment Report or Reorder Report A fund number may be specified for the purchases report If a fund number is entered the report will include only purchases for that fund If left blank the report will include all funds as before You have the option to print for a specific location or for all locations on all of these inventory reports except the Inventory Reorder List This report 1s filtered by inventory group as are the other inventory reports The reports will include only items that either are not assigned to an inventory group or assigned to the current inventory group selected by the user See a sample of the Inventory Purchases See a sample of the Inventory by Stock Number See a sample of the Inventory by Description See a sample of the Inventory by Worksheet See a sample of the Adjustment Report see a sample of the Inventory Reorder List This may be printed by Stock Number or Description Custom Reports Print Preview 64 FERC Number List Go to Reports FERC Number List This report lists all FERC numbers defined and their description which will typically be either the name of the employee or the name of the inventory item It is available only when you are in Asset mode See
39. d certain others are hidden When Project mode is active has General Ledger path but no asset path the overall function of the system 1s as follows Accounts Payable will periodically transfer paid inventory purchases to the Inventory Work Order System purchase file for each item and adjust the inventory count When a work order is created it must contain a project number which may be assigned from Inventory Work Order System or may be an existing project When materials or labor is added to a work order it will add a record to a local transaction file The transaction record will contain a General Ledger account number project number and dollar amount If there 1s no account number associated with the labor or material then no transaction will be added General Ledger may transfer these transactions at any time as for other programs For each transaction transferred two General Ledger transactions will be created a credit to the account number for the amount and a debit to the account number for the same amount except with the project number filled in This is based on the presumption that the actual dollar amounts for labor and materials have or will be reported to General Ledger from Payroll and Accounts Payable The credit transactions are merely to reverse whatever was reported without a project number so overall totals will not be affected 24 Enter the Licensee name City Name Data File Path Tax Rate electric This 1
40. dition the transfer may still be denied if there is a duplicate key value created in the Fixed Assets Manager files as a result of the transfer Reassign 46 Update Work Order Work Order Date Opened 9 20 01 Project 9 Work Order Type fo Date Closed T Codes ER Fad ped Account Numbers B Debit 401 169 9100 Inventory Credit 401 141 2000 Job Name Repair south seawall at city pier Location City Pier SW side RE Description Concrete problem pieces breaking off with storm surges Spell Notes Reassign ird Cancel Print Department Codes are defined under Setup Department Codes So what you select will appear on the work order form in the upper left hand corner as buttons When a Department Codes Button is selected while entering a work order the cursor moves immediately to the Work Order field Dept Codes m ro se The Reassign Button will reassign the work order to another department This button is available only when changing an existing work order to users with System Update access or higher When the reassign button is pressed the button text will display in bold red and the window will enter the reassign mode In this mode if any dept code button other than the one shown in red is pressed a new work order number will be generated for the selected dept code v Spell
41. ed with the project number associated with the work order so it will appear in project reports The second of the transaction pair will be a credit to an expense or inventory account depending on the type of item added This transaction will not have a project number assigned since it 1s only to reverse an expense or reduce inventory The credit will be as follows 1 Labor and equipment The expense account associated with the labor or equipment 2 Parts used from inventory The inventory account associated with the work order 3 Direct purchases from Accounts Payable The expense account from Accounts Payable Transferring to General Ledger Go to Setup System Data You must be in Project mode The system requires that the IMS General Ledger and Accounts Payable applications be installed because data 1s shared and transferred between these applications The project number is the key to segregating costs within the same General Ledger account number Project numbers are system wide regardless of the application used to create a project Project 58 Each work order must be assigned to a project project may contain multiple work orders although it is not necessary Once a work order number has been assigned many other steps are possible The final step in the process is the transfer of the transactions from Inventory Work Order System to General Ledger In General Ledger use File Transactions Transactions Invento
42. en the Transfer Button will be enabled only for work orders that meet these requirements When the work order is transferred the following information is moved An asset record is created for the work order with the asset number as defined above The fund number is filled in according to the same convention The job name field from the work order record is placed in the description field of the asset The job location field will become the asset location The date the work order was closed will be put in the date acquired field 99 component record will be created for each different FERC number used by the work order The FERC number will be placed in the model number field of the component The description field from the FERC file will be placed in the component description field Transferring Accounts Payable Go to Setup System Data You must be in Project mode The system requires that the IMS General Ledger and Accounts Payable applications be installed because data 1s shared and transferred between these applications The one step that does not require a project or work order number is purchasing of materials for inventory in Accounts Payable The only differences between inventory purchases and regular purchases 1 The distribution account number should be an inventory account rather than an expense account 2 Distribution should not be to any other accounts on the same activity 3 The inventory box must be chec
43. ent gt Browse Employees E quipment Contracted x By Mumber Mame 112000 DODGE 1500 1 BEREA 2 another contractor Equipment Contracted 10 Texaco Service Station Contracted 11 Firestone Tires Equipment 45 2001 DODGE 3500 45 Equipment 98 DITCH WITCH Equipment 1754 35 FORD 150 TRUCK 4 Equipment 1755 38 FORO RANGER 9 Equipment 1768 38 FORO DUMP TRUCK 2 Equipment 1769 436 BACKHOE 90 Equipment 1770 CASE TRACTOR 91 Equipment 1771 38 FORD 150 6 HE o oet __Delete Show Type Clase Help A Employee Equipment Contracted Insert Change or Delete Materials See the main materials screen up close To add new or change existing materials press the appropriate Add Change or Delete Button 53 amp Update Material Used Work Order 2001 00001 Material Source Inventory Stock Number FVC 4X 20 900 Date 2 20 01 Unit Price 13848 Quantity Used Taxable Cost 813 Add Surcharge Account 401 0026 533 5310 Cancel Record will be Changed When adding material costs to a work order the material source direct or inventory must be selected initially and cannot be changed once selected When existing data is converted all materials records will be dated with the work order opening date Entering direct materials on a work order is available only to users with Supervisor access These fields are almost the same as u
44. enter ranges of pages such as 4 5 8 10 12 15 This button sends the report as 15 to the printer This box allows you to print any number of copies you wish Use the up and down arrows to change the number of copies This closes the report preview window without printing 84 Index Accounts Payable Capital Contract Custom reports Department Codes Employees Equipment FERC Number Fixed Assets Manager General Buttons General Ledger GIS Index Glossary Help Install Updates Inventory Large Screens Materials O amp M Parent Child Relationship Rules Print Preview Print Preview Buttons Program Setup Project Project vs Asset Mode Quote Security Standard Reports System Date System requirements Transferring 85 Use Due To From Welcome Windows Internet Users Windows Skills Work In Process Work Order Work Order Expense
45. ernet Users The examples show c drive but most users will have their program located on d g f or some other drive If you skip this step now you may view the documentation later in the program itself 9 After it is complete you will be given the opportunity to view the release documentation This is a document containing information and explanation about what is new to this version of the Inventory Work Order System including last minute changes since the manual was printed The release documentation for new release can always be viewed at the IMS website http www ims florida com The site will always have the latest release information The release notes can also be viewed once the program is installed under Help Contents Release Notes Updating from email Your CSR will send you updates in the email if you request this method of updating When you receive the emailed files for example 1w2103 exe w02 w03 save them immediately into the directory that your program is running in See the Windows update installation instructions above to see how this is done Once you have saved all of the files you receive in the email from IMS then you may go into My Computer by right clicking on it and choosing Explore From there you simply locate the exe file and double click on it to run the installation following the instructions on the screen Remember to TYPE in which drive and directory you want the program
46. ess level of the user Apply Button Apply the change immediately Change Button Change the access level for the highlighted item Change Button Change the access level for all items Close Button Close this window Delete Button Delete selected entry Edit Button View or change selected entry Help Button Help on this window Insert Button Add a component to this asset OK Button Save changes and close window Quit Button Abandon changes and close window Print Preview Buttons 44 All 83 This button allows you to change the report so it uses the full available page width This button allows you to change the report so it uses the full available page height This box shows you what current percentage of full size the report is displayed in You may enter a new percentage to change the size or click on the down arrow to choose 25 50 75 or 100 percent This button takes you to the first page of the report This button takes you to the previous page of the report This button takes you to the next page of the report This button takes you to the last page of the report This prints the current page only This box allows you to move to any page of the report You may enter the desired page number or use the up and down arrows to change the page number the current page number is displayed This box allows you to choose which pages to print You may choose All or
47. for the screen won t all fit on at once You may click on the Up and Down Arrow Keys to move incrementally through the display or drag the box up or down to move more quickly Moving a window There are times when you may need to move a window to another location on your desktop To do this click on the title bar of the window and drag it to the new location Then release the Mouse Button Resizing a window Occasionally you may want to resize a window so you can see more of its contents To do this click on the window Then point to a corner or border of the window the cursor will become a double headed arrow Drag the mouse until the window 15 the desired size and then release On a drop list press the first character of your selection to go directly to it 12 Window Setup Go to File Work Orders or any other main screen Then go over to Window from the main list and open that at the same time This allows you to customize your viewing capabilities Tile Cascade Arrange loons Quick Tip Keys F1 brings up a Help menu for quick and easy explanation of terms If you are in a date field press F3 which is invaluable in IMS programs will bring up a calendar in a date field or pop up list in many other fields Always try it if you need to select from a list to see if it 1s available this way Press the Escape Key to release it Right clicking on the Mouse Button will also display selections if available
48. h this release AP 3 200 IW 2 140 VM 2 050 GL 4 252 the transfer from IW is no longer required and direct purchases may be made for VM as well The procedure now works like this When AP purchases direct materials for IW it will collect the work in process account and the project number from the work order It will distribute the cost to the work in process account and to the project and then transfer the material to the work order when received When AP purchases direct materials for VM it will collect the debit account from the work order It will distribute the cost to this account with no project number since VM does not support project numbers Neither IW or VM will create any transactions for direct purchases because the information will be sent directly from AP when the purchase is paid 74 Note that this applies only to direct purchases for a work order Inventory purchases are handled as follows AP will distribute the cost to the account specified in the inventory file with no project code If purchasing inventory for a new stock number the account number must be entered manually When IW uses inventory for a work order transactions will be created to debit the work in process account for the work order and the project code and credit the inventory account When VM uses inventory it will do similarly It will debit the debit account for the material which defaults to the debit account for the work order and credit t
49. he credit account for the material which defaults to the inventory account 75 Appendix B Large Screens Materials Screen mama a 000 00 SADDLE 8 233 2087 23 2 000 000 00 CORF STOP 3 4 POLY I 9 5679 000 000 00 CLIRB STOP 3 4 POLY 15 2457 000 000 00 VALVE BRASS GATE 3 4 6 5726 Add Change Delete 114 53 Work Order Hotville Printed 8 22 01 Work Order Work Order VV 2000 00001 Capital Water O amp M Electric Date Started 10 01 99 Date Finished 10 03 99 roject Description ap or Proje Y 0140 1 1 2 METERS 400 SMOKINGHOT SQUARE INSTALL METERS Tax Electric Lost of L ortrac Labor Cost of Material Cost of Labor Cost of Equipment 0 00 Total Cost of Project 7265 50 F E R C Date NameorEquipment Hours Rate Total Cost 76 Open Work Order Report Hotville Open Work Orders 8 23 01 Page 1 Number Job Name Opened QuoteType Location Description Cost W 2000 00001 101040 1 1 2 METERS 10 01 99 400 SMOKING SQUARE INSTALL METERS 494 97 2000 00002 Y01010 3 4 METERS 10 01 99 2519 DOG LEG DRIVE J amp J PAI INSTALL 3 4 METER 191 83 1 2000 00003 01020 1 METERS 10 01 99 400 SMOKING SQUARE INSTALL 1 METER 70 6 757 4 Closed Work Order Report E Hotville Closed Work Order 8 23 01 1 Included in this report Work orders Closed from 1 01 99 to 8 23 01 Number Job Name ClosedType Location Description Cost 1 2000 00004673000 R
50. he original program will be installed by your Customer Support Representative CSR You will need to periodically install updates as new information is added to the program As long as your update is saved and installed into the correct directory it will be used by the original program When installing TYPE in the directory ex or DAIMSWW or GAIW you want the program to go otherwise it tends to default to a directory that it creates below the main directory C W Inventory WorkOrder Windows Basics for 95 98 NT Users 7 This means the program will not be installed into the original IW directory and consequently not work You also do not want it installed into C Program Files Inventory Work Order the Microsoft Windows default directory if that 1s not the original IW directory This will not allow the update to work in the right directory either Start Windows if you ve not already done so Insert the Update disk into drive A or drive B You first need to find where your Inventory Work Order System program is installed Find the icon on your main screen Program Manager and highlight the Inventory Work Order System icon and right click with your mouse on the icon Select File Properties and click on the Shortcut Tab The line you want to look for will be labeled as Target There you will be able to view the directory you need to place the update into Once you have determined which directory to install
51. he work in process account will be determined by the work order type If there is no work in process account associated with the work order type the account will be determined by the department If there is no account number associated with the department the system wide default WIP account will be used A Record Will Be Added x General work Orders Type MAINT Maintenance general Wip Account 122 345 6560 Due From Acct 22225 0 Due Acck 2513445 Cancel P Help General V orkLrders Cancel P Help Print Work Order Types List Go to Setup Work Order Types Print Work Order Types List This is a report that prints a list of all work order types in the system 50 Hun 2620403 City of 5 SOP hy 1 Complete List of Work Order Types Page 1 Code Type Hame WLF Acti Due From Acci Due To Acci gt 122 348 DOO 222 2345 000 251 3445 GIS Index This 1s an optional field for identifying the project location on a map in the Geographical Information System This field may be up to 6 characters long It shows up only in Asset mode Date Opened and Closed The date the work order was created It is usually the current date The F3 Key will cause the display of a popup calendar to aid in selecting a date Closed 15 initially left blank When the work order is completed this date should be filled in
52. hrinkage and the inventory account in the inventory record will be credited for the same amount If inventory account is missing no transactions will be created For each inventory adjustment regardless of whether or not adjusting transactions are created an adjustment record will be added to the purchases file An adjustment record 15 a specially coded purchase that documents the inventory adjustment Adjustments will appear in the purchases list for an inventory item but will be grayed out The third component is a report of adjustments made over a specified time period Print Reports Inventory Adjustments Report 36 This report may be printed for a single fund if the fund is specified at the start of the procedure otherwise it will include all funds The fourth component is the creation of adjusting transactions for transfer to General Ledger As in all IMS financial applications transfer to General Ledger 15 initiated only by General Ledger Corresponding applications create a transfer file which General Ledger reads while performing the transfer The transfer file created by Inventory Work Order will include a debit to the specified account and a credit to the inventory account for each shrinkage adjustment No transfer transactions will be created if either the debit or credit account numbers are missing or they are both the same account Because Inventory Work Order does not have direct access to the chart of acc
53. ield Any number of inventory groups may be made available to each user individually Initially all users will have access to all inventory groups The assignment of inventory groups to a user may only be done while logged in at the highest access level Use Setup Security Users Change Groups Button to view or change the groups available to this user Each user must have at least one inventory group If none is assigned the user will default to all inventory groups One inventory group must be flagged as the default This 1s the group to which the user will be assigned when the program is started The default group will be displayed in red Available Inventory Groups Im All Inventory Groups Insert Change Delete 40 To make a group the default simply check the Default box in Setup Security Users Change Groups Change If more than one group is checked as the default the first one will be used After a user has logged in reports and windows will show only inventory in their default group Changing a Group Group All Inventory Groups Default Cancel T Help If more than one inventory group is assigned to a user the user may change their inventory group to any of the groups available to them at any time This may be done in either of two ways In File Inventory a drop list will appear at the top right of the window It will not appear if the user has
54. into you are ready to start the installation process Left click on Start Select Run from the File menu and then Browse selecting the exe file on the diskette in Drive and double click on the exe file to begin the installation The program will start installing and you will see a blue screen and then a welcome screen It will ask you which directory you want to install the files into Make sure it 15 exactly where it needs to be as the data for the program is located in the same directory as the program files see above on how to locate your directory Select Destination Directory The Inventory Work Order Manager will be installed Into the following directory IF you would like to install it into different directorn drive use the browse list below Destination Directory ESMS Sw cardsaft cem cs fa faciitiesmanag Filesafe In Windows 95 98 the default is C Program FilesIW You may not want this directory so TYPE IN the location to the directory you found the program in using the directions above Click OK when you ve entered the desired location It will ask you if you want to make backup copies and will backup the program files that the update replaces into the same directory into a new folder called BACKUP After this simply follow the instructions and it installs the update for you Copying File Sao FT 14 Windows 95 98 NT Int
55. ist This will print a list of all open work orders by either Date Type or Department You will be able to choose a Beginning and Ending Date and preview the list before printing See a sample of this report The font size 1s small to allow room for the full work order type code and more white space between fields Some fields are truncated for the same reason Closed Work Orders Go to Print Reports Work Order Closed Work Order List The reports listing open and closed work orders include a total cost at the end of the report and can be printed in work order type as well as date or department order You will be able to choose a Beginning and Ending Date and preview the list before printing See a sample of this report Work Order Detail List Go to Print Reports Work Order Work Order Detail This report prints closed work orders in department order for a selected range of departments and a range of completion dates The basic report prints a list of work orders by department Options include printing all of the detail items used in each work order the total by work order and department of labor materials equipment and contracted and a breakdown by account number It prints the description for direct materials as well as inventory materials 63 Project Cost Summary Go to Print Reports Project Cost Summary This report prints a breakdown of work order costs and subtotal by category for a specified range of projects It 15
56. ked on each item and the stock number quantity and unit price filled in When the activity is paid Accounts Payable will update the inventory file residing in the Inventory Work Order System database The cost of inventory purchases should be distributed to an inventory account asset Inventory Work Order System will credit back the inventory account for any inventory used on a work order The expense account associated with inventory items is no longer used The second use of Accounts Payable requires that a work order exist If materials are purchased for a specific work order the following must be done 56 1 Cost distribution must be to a single expense account for each activity 2 For each item the Work Order box must be checked and the work order number entered The standard hot key will allow looking up the work order in the Inventory Work Order System database but will not allow creating the work order 3 The item description quantity and unit price must also be filled in 4 Neither the activity nor the cost distribution should not have a project number If they do they will be erased when the activity 1s saved or updated Assigning a work order number also defines the project It should not be specified here to minimize in out transactions for the project because the expense will be reversed later When the activity 15 paid Accounts Payable will transfer the item to Inventory Work order where it will bec
57. l be determined by the department If there 1s no account number associated with the department the system wide default WIP account will be used Inventory In Project mode this is the Inventory Account Number If there is no account number associated with an inventory item used on a work order the default inventory account for the work order will be used Job Name Enter the name of the job up to 35 characters Location Enter the location of this job The field may be up to 64 characters long A two part key allows access to the file in location stock number order This key is used to print the physical inventory worksheet described below The location field is optional but can be used different ways It can be used as a general area such as Building 2 or could be a specific location code that is different for each stock number such as Bldg 04 Room 12 Rack 101 Shelf 3 Position 15 etc Description This is a description of the work order Enter a description of up to 80 characters Materials 52 Notes In Project mode this is where you can make notes about the work itself The Notes field will print when printing individual work orders or work orders by date This will hold up to 2500 characters Insert Change or Delete Employees or Equipment See the details under Employees or Equipment which are essentially the same Under Work Orders you may select from a Show Type drop list when adding an employee or equipm
58. nsfer from General Ledger It does have the ability to print work orders and other reports The 32 bit version will be installed on Windows 95 98 and NT systems in the original program that your Customer Support Representative CSR provides System Requirements Installation of updates 6 If updating from version 1 X utility program CVTIW20 EXE provided must be used to convert data files to the version 2 0 format before using this version of Inventory Work Order System The programs with which Inventory Work Order System shares data Fixed Assets Manager Accounts Payable General Ledger must be updated to compatible versions See the AP IW FA GL Connection for more details on the relationship between the programs See also Accounting Issues Regarding Direct Purchases Hard disk with 10 MB free disk space Microsoft Windows 32 bit environment Windows 9x Windows NT 4 0 2000 or higher General Ledger v 4 270 or later Accounts Payable v 3 220 or later Fixed Assets Manager v 3 04 or 2 21 DOS Vehicle Maintenance Manager v 2 060 VGA graphics and monitor Any pointing device supported by Windows The new IMS demo and option control system works for existing users who have a license file containing installed options when version 6 168 15 installed If there 1s no license file then certain options will not be installed on all systems The Demo program expires 30 days after it 1s first used This 1s where it all begins T
59. o another department by changing the department code part of the number which could result in a duplicate key error if that number had already been used by the new department The number consists of three parts The prefix the year and the serial The serial part has five digits and the order of the parts is prefix year serial so the numbers will be in order of serial number within each year 48 The prompts for the debit and credit account numbers on the project mode work order entry form indicate which account is debited and which 15 credited Work Order Type For Project mode work orders a work order type may be selected from a list The type code may be up to 8 characters long Work order types are maintained using Setup Work Order Types There are three options Capital Operating and Maintenance and Quote Only Capital work orders can be transferred to Fixed Assets Manager when closed Quote 1s not really a type of work order but a temporary state A Quote will eventually become a Capital or O amp M work order if executed or otherwise deleted For Asset mode work orders the old one character type codes are still used Each work order type may be associated with a default work in process account due from account and due to account Work Onder Name MAINT Maintenance general _ Insert ITE Delete Close Help 49 When a work order is created t
60. ome part of the materials used by the work order Inventory Work Order System will credit the expense account used for the material and debit the work in process account for the work order Direct materials display on the work order materials list in gray To summarize the part that Accounts Payable plays It can purchase items for inventory or it can purchase items for a work order When a work order is created it 1s assigned a project number and accounts added for work in process and inventory The inventory account would normally be an asset account while the work in process account could be an asset for capital work orders or an expense for operations and maintenance work orders Once the work order exists labor equipment contracted services and inventory may be added to the work order and direct purchases may be sent from Accounts Payable 57 In the case of all local additions to the work order set of transactions is created each time anything 15 added changed or deleted In the case of direct purchases not inventory sent from Accounts Payable the necessary transactions are created each time Inventory Work Order System is started transactions are coded to the accounting period containing the current system date Each item added to a work order results in a pair of transactions being created The first of the pair is a debit to the work in process account for the work order This transaction will always be cod
61. on the work order and how long in the case of employees and equipment and how many in the case of materials The program will calculate and display the total work order cost Note that the program allows you to create employee equipment inventory and FERC records on the fly as work orders are created but 1t 1s far better to create the support files first to be sure you have everything organized The Project mode work order form allows for the combination of labor equipment contracted and materials The column headers apply to all types of costs This allows printing the second page form only if the total number of cost items exceeds 35 Check the Show Closed box if you want to see the closed work orders Closed work orders may be viewed but cannot be changed or deleted nor can any materials or labor be added changed or deleted unless the user has Supervisor access Attempts to remove the date completed will be denied to all other users amp Browse the WorkOrder File Lx By Work Order Job Name By Date Opened Show Closed INSTALL METERS w 2000 002 1001 8 Y01010 3 4 METERS 2115 DOG LEG DRIVE INSTALL 3 4 METER INSTALL 1 METER w 2000 00004 10 0 59 573000 REPAIR amp 3308 ASTORIA w 2000 00005 10 01 98 673000 REPAIR amp MAI BEVERLY FIX BLOW 200 D000 vA 673000 REPAIR amp 2403 SR 17 N RYANT REPAIR MAINT 9 YO1010 3 4 METERS 4620 4806 4800 4720 4 CHANGE OUT METE
62. ounts it cannot verify that the account number is valid only that it exists and is of proper format General Ledger will check each account number for validity before it accepts it See Setup System Data Project Mode GL Data Path for setup instructions Browse Inventory Go to File Inventory Remember that inventory quantity should be maintained by entering purchases The Stock Num field allows 20 characters You may look up inventory by Stock number or Description Tabs The lookup by description list is filtered by Inventory group as when browsing by stock number Press the Add Purchase to add new information Edit Purchase to edit existing inventory or Delete Purchase to completely delete that inventory item Click on OK when finished The inventory Quantity is updated immediately upon completion of entering an inventory purchase You may enter negative quantities When adding an inventory purchase the entry form window will close after the purchase entry is completed Browse the Inventory File x By Stock Number By Description ADAPTER PVC 1 SW x MIP ADAPTER PVC 1 3 4 MIP FIP 2015 130 ADAPTER PVC 1 X 3 4 SW X FIP 2015 150 ADAPTER PVC 1 3 4 Sw 2015 210 ADAPTER 3 47 Sw x FIP 90 0 1748 2015 230 ADAPTER PVC 3 4 Sw MIP 153 0 1133 2170 140 ADAPTER STRAIGHT COUPLING 15 5 7500 2025 110 BUSHING 1 x 3 4 CC 18 2 1800 2080 110 BUSHING 1 1 2 x 1 1 4 5 1 8700
63. pdating the employees and equipment but they contain Type Inventory or Direct when in Project Mode Stock Number Unit Price and Quantity Used Check the Taxable box if this item 1 taxable If this box is checked the tax rate shown in the setup screen will be applied to the cost of this inventory item whenever it is used in a work order This is a default setting that can be changed at the time the work order is created In Asset mode there is no Type or Account number to select You must also add a FERC Number Inventory means that it has been taken from existing inventory The inventory account associated with the work order 54 When adding material costs to a work order the material source direct or inventory must be selected initially and cannot be changed once selected Entering direct materials on a work order is available only to users with Supervisor access Select Material Source Source Direct means that this is an item purchased directly from Accounts Payable The expense account from Accounts Payable Transferring to Other IMS programs Transferring Fixed Assets Go to Setup System Data You must be in Asset mode The requirements for a work order to be transferred to Fixed Assets Manager are that the work order type be C capital as opposed to operating and maintenance which cannot be capitalized it must be closed and it must not have been transferred before In the work order browse scre
64. r Year If a value is placed in this field it will be used as the year for generating work order numbers It allows work order numbers to start over for each fiscal year when it differs from the calendar year If work order numbers are based on the calendar year the field may be left blank Go to Setup Set System Date Type in the date that you want your Inventory Work Order System to be setto Click OK when finished amp Set System Date EX System Date 9 22 2001 Dr Help Go to Setup Department Codes These codes will appear on the top of the work order and the active one will be highlighted red You may enter up to 160 department codes Each department code the two character code used on work orders may be associated with a default work in process account due from account and due to account When a work order is created the department account will be used as the work order WIP account if there is no work in process account associated with the work order type If there is no account number associated with the department the system wide default WIP account will be used 28 amp Browse the Dept Code File By Code FM Facilities management Fw public works HE recreation ST sheets and transportation WW waste water Insert Delete Close Help Enter the Code initials and the Name of the department Press OK when finished
65. rmation about this purchase When the record 1s saved it will update the quantity and average price in the associated inventory record The program provides access by double clicking on the entry in the top portion of the main window mainly for adding new inventory items In this case you will also have a location field A warning window will appear trying to redirect you to the Add Edit Purchase process When using a hot key to display a list of inventory items for selection for a work order the locator type is incremental not step A step locator scrolls the list to the first item beginning with the character typed in If another character is entered the list scrolls to the first entry beginning with the new character 33 An incremental locator works the same way after the first character but subsequent characters entered cause the list to scroll to the first item beginning with all of the characters entered so far This 15 really to discourage editing inventory with no audit trail Compare with the other inventory window 10 2500 0 001 0071 517 0460 Building 1 Alllnventory Groups a Stock Number This is the stock number Description This is the item description Units Quantity measure Taxable Check if this is a taxable item 34 Quantity Quantity in stock Average Price Average unit price paid Minimum Quantity Reorder quantity Account Account Location This is where the inventory is located Yo
66. rogram should be in setting up the employees equipment and inventory used by work orders Work orders may be added by several users simultaneously while assuring each user has a unique assigned work order number labor equipment and materials used in a work order must be coded according to a numbering system established by the Federal Energy Regulatory Commission All work order cost items must be assigned a FERC number when they are added There is no association between FERC number and inventory or labor item until it is added to the work order For example a particular part may be assigned one of several different FERC numbers depending on what it is used for Thus a FERC file must be built before work orders can be created 44 See Accounting Issues for Direct Work Order Purchases before you add purchases Using File Work Order neither the tax amount nor the surcharge will show in the Rate or Price columns but both will be included in the Cost columns and the work order total However when viewing a work order employee equipment or material record the surcharge will be included in the total cost amount whereas the tax amount will not This is so the tax may be tallied separately when work orders are printed rather than being included in the individual cost amounts by account number See also work order expenses Once those files are established entering a work order is simply a matter of selecting what was used
67. ry Work Order Transfers may be made periodically while a work order is in process Only activity not previously transferred will be picked up Two transactions are created for each labor equipment or inventory item The first is a debit to the work in process account for the work order For labor equipment and direct materials the expense account will be credited For materials drawn from inventory the inventory account will be credited The project number appears only in the debit transactions The accounting period of record for the purposes of transfer to General Ledger will be determined from the date the transaction is created Transactions are not created when a work order is created or a project opened or closed Instead they are created when either employee equipment contracted or inventory is added to a work order The reason for this distinction is to support transfer of work order expenses as they are incurred into the accounting period in which they occurred Since a work order or project may have an active life of months it is appropriate to maintain a current tally of expenditures so they will reflect in management reports Go to File Project Projects may be viewed or added from the main menu if you have Operate in Asset Mode disabled under Setup Configuration Work orders for a selected project may also be viewed 59 By Code Mame perm spite City Beautification Project Insert
68. s the Index alphabetically or by using the Search for Help On capability to find the topic or keyword you need help with 14 Windows Help uj lt 9 PIE TENET Hide Back Forward Options Web Help Contents Index Search Type in the keyword to find a doc files see documents gif files using as wallpaper jcm files files txt files 1394 devices ports 16 bit DLC protocol 16 color display 2000 calendar settings 256 color display 32 bit DLC protocol 32 bit PC Card support disabling E Display To find a Help topic 1 In Help click one of the following tabs e To browse through topics by category click the Contents tab To see a list of index entries click the Index tab and then either type a word or scroll through the list To search for words or phrases that may be contained in a Help topic click the Search tab In the left frame of the Help window click the topic index entry or phrase to display the corresponding topic in the right frame Note e Click Web Help onthe Help toolbar to get technical support answers to frequently asked questions and late breaking tips a User s Manual The manual is set up so that each main category 1s to the left side each function of the program to the right is bolded and underlined Fields of information and the path 1 e File Setup are typically bolded so that you may recognize them
69. s the tax rate in percent that will be applied to the cost of all inventory items coded as taxable On the Project Mode Tab are account number fields for labor equipment materials work in process and inventory These are default account numbers for convenience Each work order may have its own account numbers for work in process and inventory such as would be the case for different funds Likewise when employees equipment contracted services or inventory are added they can each have their own account number but will default to the appropriate account from the Program Setup window Fill in the following fields General Ledger Data Path of the original features including transfer to IMS Fixed Assets remain but will function only when no path 15 specified in the General Ledger path field in the Setup window When a General Ledger path exists the FERC number fields and functions are hidden and the project fields and functions are active When there is no General Ledger path the project related fields are hidden and FERC number related fields and functions are active See Transfer to General Ledger for more details The General Ledger chart of accounts is available for account number lookup in all account number fields For this capability the General Ledger path must be specified in Setup System Data Project Mode GL Data Path The hot key will open a file dialog to locate the path Each user must be assigned to a chart
70. stem Date Maintenance Disable Report Print Preview Hide Disabled Menu Items Operate in Asset Mode Configuration will be Changed Cancel Help Program Configuration Options Auto System Date Maintenance If checked the system date will be set to the computer clock date upon session startup Disable Report Print Preview This option disables the print preview option of built in reports Hide Disabled Menu Items This option will hide anything that is currently disabled Operate in Asset Mode Check this box if you want to operate in Asset mode as opposed to the current Project mode Use Due To Due From Whenever there is an interfund imbalance resulting from a work order transaction such as labor or inventory from one fund and a work in process account from another fund if the Use Due To Due From box is checked and the General Ledger database 15 available balancing transactions will be created automatically consisting of a debit to the due from account and a credit to the due to account 21 If an account number is not available for either transaction no balancing transactions will be added The account numbers used follow a hierarchial system starting with the work order type If there is a due to and due from account associated with the work order type they will be used If there are no accounts for the work order type the account associated with the department will be used If these fields are bl
71. this purchase or any other number that will fit in a six digit numeric field Vendor Enter the name of the vendor from which this purchase was made It may be up to 35 characters long Catalog Enter the vendor s catalog number for this item Note that this is the vendor s number and not necessarily the stock number used internally for this item Quantity Enter the quantity in units as defined in the inventory record purchased this time Unit Price Enter the price paid per unit for this purchase only The average unit price in the inventory record will be automatically updated by the system Total Price This is the total price of items on this purchase Inventory Adjustment This will flag the entry for adjustment A system of segregating inventory into groups is an optional module Its purpose is to segregate inventory when the inventory file is shared by multiple departments 39 An inventory group field under File Inventory is used as a filter device When this release is installed all inventory items will initially be assigned to all groups When viewing an inventory record the group will be All Inventory Groups Any number of inventory groups may be created using Setup Inventory Groups user may have access to multiple inventory groups but have only a single default inventory group To assign an inventory item to a group use File Inventory Double Click Yes and press the hot key while in the Group f
72. tly using Utility Update Fixed Assets For an asset to be transferred the activity must be marked as paid It also must have the Asset box checked on the activity and or at least one item must have the asset or Component box checked The item list may include items that are not to be part of the asset but those that are to become components of the asset must have the Asset or Component box checked If the Asset box is checked on one or more items in an activity that does not have the asset attribute each checked item will become an asset rather than a component 67 If the asset or Component box is checked on an item an info button will be available that displays a window where you may enter information that will be needed for the fixed assets database after the activity is paid The information includes manufacturer model number and serial number When the information is transferred to Fixed Assets Manager the activity description will become the asset description and the components will be all items of the activity with the asset attribute Each component will have the appropriate manufacturer model and serial information Items that have no asset record or have all blank fields will not be transferred It is very important to remember that if you want multiple items on the same activity to be components of the same asset you must check the asset box for the activity Otherwise each item will be added as a separate
73. to install into such as Updating from a disk Insert the Update disk 1 into drive A or drive B In Win 95 98 NT right click on My Computer select explore Highlight the drive or B that the disk 15 in Find the file Setup exe and double click on it See the above installation instructions for Windows updates Insert Disk 2 and 3 when prompted In all of these installations you may choose to read the release notes which are essentially the latest update information and changes to the program Windows Skills You ll Need 10 Because Inventory Work Order System runs under Windows it is necessary for you to have certain Windows skills to be able to use it most effectively What follows is a very brief explanation of some of the skills most useful in using your Inventory Work Order System This does not replace your Windows manual If any of these is not a skill you re comfortable with you ll want to refer to your Windows manual for a complete explanation Entering information on a screen When you are entering information into many fields on a screen such as when adding an entry use the Tab Key to move to the next field and Shift Tab to move to the previous field DO NOT use the Enter Key The Enter Key is the same as clicking on OK and means you ve completed your entries and are ready to move on to something else Control If you don t have a good understanding of this concept you ll spend way too m
74. u may add new locations here by pressing the F3 key while in this field A pop up list will allow you to edit Browse the Location File Location Kep Location Building 1 General Maintenance Building gt Group Inventory Group Name 35 General Ledger and Inventory Work Order The system for performing and documenting physical inventory consists of four components an inventory worksheet an adjustment procedure a report of adjustments made and a means of transferring the adjusting transactions to General Ledger The first component Print Reports Inventory Worksheet prints a list of inventory items in location stock number order with a space for the actual inventory amount to be written As with other reports this worksheet will include only the items in the users inventory group and items not assigned to any group If the user is not assigned to an inventory group it will include all items This worksheet is intended for use when taking a year end physical inventory The second component Utility Adjust Inventory is the procedure for adjusting inventory records to the actual quantities after physical inventory It will initially ask for an account number to debit for inventory shrinkage usually an expense account If no account 15 entered then no adjusting transactions will be created for General Ledger If a number is entered for each inventory adjustment this account is debited for the value of s
75. uch time trying to get the program to do what you want it to When you first see a screen the cursor is flashing in one of the fields That means that if you press a letter or number on your keyboard it will appear in this field However if you click within the entry information portion of the screen the control moves there Then when you press a letter the program takes you to the first occurrence of that letter in the list You can tell where the control is on a particular screen by looking for the flashing cursor in a field an outlined word on a button or an outlined record in a list To move to a screen tab simply click on it That screen will be brought to the front 11 Mouse vs Keyboard Throughout the manual the mouse commands are given for procedures e g Click on OK If you prefer to use keyboard commands you ll want to pay attention to the underlined letters in options throughout the program For example to pull down the File menu you may click on File or you may press Then when the menu 15 pulled down you may click on your choice or press the letter that is underlined in your choice Any time there is some information that could be looked up on a calendar or in the business codes for example you ll click on your right Mouse Button to see it But you can also press F3 Using the scroll bars Scroll bars are found at the right edge and bottom edge of the screen when the information
76. urly 217900 Premium Rate Hours 800 Lancel Record will be Changed Note that because employees and equipment share the same data file the same number cannot be used for an employee and equipment Enter the Date this employee or equipment was used the Hourly Rate that is paid to the employee or the rate that the equipment costs to use Inventory 32 The convention used for storing the hourly rate for labor used on work orders 15 the base rate before premium 15 applied Premium Rate is the default premium rate Enter the amount of hours this employee was in use In Asset mode you will have no Account number to enter Instead enter the FERC number at the top of the entries You cannot manually override the hourly rate when adding to or changing a work order The rate is recalculated each time from the base rate stored in the employee equipment file Press OK when finished It is important to understand that the inventory record should not normally changed once it has been entered The quantity on hand and average price are automatically maintained as purchases are added and inventory is used You may use negative quantities of inventory When in the inventory browse screen labels on the buttons at the bottom of the screen will change depending on whether you are browsing inventory or purchases The correct way to update inventory when a purchase is made press the Add Purchase Button and fill in the info
77. ystem will terminate This standard IMS security system allows setting access to functions by menu item security profiles should be reviewed after each release 15 installed because of system setup changes The Inventory Work Order System has features built in to provide security for your occupational license records This security is in the form of six levels of password protection This system features individual procedure level access for an unlimited number of users Each user may be assigned to any one of an unlimited number of security profiles Security on entire menus may be set as well Setting a menu automatically sets the access to all subordinate items and menus to the same access level Note After installation the program will grant complete access without asking for a user name or password until at least one user is added This should be done first thing You should disable access to the Security functions for all security profiles but one which should be set to the highest level Supervisor 16 You can also set items under a menu to a higher or lower access level than their parent menu The only exception is 1f you set access to a menu to No Access This disables all sensitive items on that menu including any sub menus if any regardless of their individual access levels If you do not set up your security profiles it will default to No Access The No Access allows no access at all to the user

Inventory Work Order Manual - Information Management Services

Contents

Download Pdf Manuals

Related Search

Related Contents