Contracted Service History

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This report provides maintenance managers with the facility to examine the costs of contracted services. The report can be organized in a number of different ways, to make it easier to identify trends and patterns.
 

To obtain a contracted service history, select Work Orders —> Reports —> Contracted Service History from the menu. MainBoss opens a window that contains the following:

• Display Options: This section of the window lets you control the general format of the report: how it is sorted, and what information is displayed.
  • Grouping: The options in this section let you specify how information is sorted in the report. Possible sorting orders are:
    • Vendor Type: Entries are grouped together according to vendor type.
    • Vendor: Entries are sorted alphabetically by the name of each vendor (contractor).
  • Cost types: The options in this section let you specify what types of costs will be reported. Each type of cost is reported separately; for example, if you choose both Estimated Costs and Actual Costs, the report will contain separate totals for estimates and for actual costs, plus separate grand totals for each. Possible cost types are:
    • Estimated Costs: The estimates recorded in each work report for outside labor.
    • Actual Costs: The actual costs recorded in each work report for outside labor.
  • Detail: The options in this section let you control how much detail is given in the report.
    • Summary: If you select this option, the report gives one-line cost summaries for each grouping section. For example, suppose you are grouping by Vendor Type. Then MainBoss prints summaries for each vendor type (without breaking out information for individual vendors within each type). Each summary section gives the number of work orders involved and the total labor costs. The report also gives grand totals at the end.
    • Detailed vendor information: If you select this option, the report contains a line for each selected work order. The information contains the work order number, the date/time the work order was created, whether the vendor supplied labor or materials, a brief description of what was supplied, and the associated cost. The report gives totals for each vendor or vendor type, plus grand totals at the end.
    • Detailed work order information: If you select this option, the report includes the same information that you get with Detailed vendor information, plus a good deal of extra information on each work order.
• Work Order Criteria: This section selects the work orders that will be included in the report. For example, you can specify that the report should only include closed work orders from a particular range of dates.
  • Create Date: The date on which a work order was first created. For example, you could use the "From" and "To" fields to select all work orders created in February.
  • Close Date: The date on which a work order was closed.
  • Work Start: The date on which work started for the work order.
  • Work End: The date on which work ended for the work order.
  • W/O Number: The identification numbers of the work orders.
  • Closing Code: The repair closing code assigned to the work order when it was closed. For more information, see Repair Closing Codes.
  • Work Category: The work category of the work order. For more information, see Work Categories.
  • Project: The project associated with this job, if any. For more about projects, see Projects.
  • Requestor: The person who submitted the original work order.
  • Priority: A priority code, indicating how urgent the work is. For more on priorities, see Priorities.
  • Status: Selects what type of work orders should be included in the report. The default is Open and Closed. Possible values are:
    • Open Closed Voided
  • Work Order Class: Selects what class of work orders should be included in the report. The default is Corrective and Preventive. Possible values are:
    • Corrective: Work done to correct a problem. Typically, these work orders are created in response to a complaint.
    • Preventive: Preventive maintenance. Typically, these work orders are created automatically by MainBoss's facilities for scheduling regular maintenance.
• Unit Criteria: This section controls what units are included in the report.
  • Building: Can restrict the report to a specified set of buildings, rather than all the buildings in your operation.
  • Unit: Can restrict the report to specified pieces of equipment and/or spaces. The drop-down lists include both equipment and spaces.
  • Unit Category: Can restrict the report to specified equipment types and/or space types. The drop-down lists include both equipment types and space types.
  • System: Can restrict the report to specified systems. For more about systems, see Systems.
  • Ownership: Can restrict the report to specified owners. For more about ownership, see Ownership.
  • Unit Type: Specifies what types of maintenance units the report should cover.
    • Equipment: Checkmark this if you want the report to include work orders related to equipment.
    • Space: Checkmark this if you want the report to include work orders related to spaces.
• Cost Criteria: This section lets you select work orders based on information related to costs.
  • Cost Ctr.: Can restrict the report to specified cost centers. For more about cost centers, see Cost Centers.
  • Asset Acct: Can restrict the report to specified asset accounts. For more about asset accounts, see Asset Accounts.
  • Vendor Type: Can restrict the report to contractors of a specified set of vendor types. For more on vendor types, see Vendor Types.
  • Vendor: Can restricted the report to a specified set of contractors. For more about vendors, see Vendors.
  • Vendor Name: Is the same as "Vendor" but lets you select by a vendor's name rather than identification code.
• Preview: Displays the report on the screen. This gives you a chance to see what will be printed out when you click Print.
• Print: Prints the report on the current printer. (The name of the current printer is shown above the row of buttons.)
• Print Setup: Lets you change printers if your computer is connected to more than one printer. It also lets you change the page setup for the printer, including paper size, margin size, and so on.
• Export: Writes report information to a file, in a format that can be used by other programs. There are two possible formats:
  • Text format writes the information as plain text.
  • DBF format writes the information as a DBF database. This can be opened by programs like Microsoft Excel and Access. For more information, see Exporting Data.
• Close: Closes the print window.

For more about work orders, see Work Orders.

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