Work Order History

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This report shows work that has been done.

To obtain a work order history, select Work Orders —> Reports —> 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 work orders are sorted in the report. For example, if you choose Closing Code, work orders that all have the same closing code will be grouped together. Possible sorting orders are:
    • Building Unit Cost Center System Work Category Closing Code Project Asset Account Ownership Unit Category Work Order Class Access Code
  • 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 order for labor and materials.
    • Actual Costs: The actual costs recorded in each work order for labor and materials. (Often, open work orders do not have actual costs associated with them, since most organizations don't fill in any actual costs until the work order is being closed.)
    • Include Chargebacks: The costs charged back to other people (for example, tenants in a rental management facility).
  • 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 Building. Then MainBoss prints single lines for each building, totaling costs for all work orders in that building. Each line has columns for inside labor (your own personnel), outside labor (hired contractors), inside materials (from your inventory), and outside materials (purchased from contractors). If you asked for multiple "Cost types" (for example, Estimated Costs and Actual Costs), each building will have one line for each cost type. The report also gives grand totals at the end.
    • Detail with cost totals: If you select this option, the report lists information for each selected work order. The information contains the work order number, the summary description, and one-line summaries of costs. Each such line has columns for inside labor, outside labor, inside materials, and outside materials (see above). The report also gives cost totals for each grouping; for example, if you're grouping by Closing Code, there is a cost summary for each closing code. The report also gives grand totals at the end.
    • Detailed cost records: If you select this option, the report gives full cost information for each work order. Instead of summarizing labor and materials costs, it shows explicit information about the personnel who worked on each job and the materials used. The report gives cost totals for each grouping (see above) and grand totals at the end.
    • Include work order details: Checkmark this if you want the report to include information from the Close section of each work order.
    • Include task description: Checkmark this if you want the report to include the task description of each work order.
    • Include closing comments: Checkmark this if you want the report to include the closing comments for 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 work costs. 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 work costs. The default is both 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.
  • Inside: Checkmark this if you want the report to show "inside" costs—labor costs for your own personnel and materials costs for items in your standard inventory.
  • Outside: Checkmark this if you want the report to show "outside" costs—labor and material costs for hired contractors.

    Note: If you only select one of Inside or Outside, summary lines will still show columns for the other type of cost; for example, if you only checkmark Inside, summary lines in the report will still have columns for outside costs, but those costs will always be zero. In other words, the cost totals shown in the report will only include inside costs, even though the outside columns still appear.

  • Trade: Can restrict reported labor costs to those associated with a specified set of trades. For example, you could create a report that only included labor costs from a single trade. For more about trades, see Trades.
  • Personnel: Can restrict reported labor costs to those associated with a specified set of your workers. For more about personnel, see Personnel.
  • Personnel Name: Is the same as "Personnel" but lets you select by a worker's name rather than identification code.
  • Labor Start Date: Can restrict reported labor costs to jobs that started within a given range of dates.
  • Vendor Type: Can restrict reported outside costs to contractors of a specified set of vendor types. For more on vendor types, see Vendor Types.
  • Vendor: Can restrict reported outside costs 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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