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Tasks

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Creating a Miscellaneous Cost Transaction For a Work Order

This section explains how to create miscellaneous cost transactions when reporting activity for a work order task.

Miscellaneous maintenance cost transactions can be entered directly in APM. Typically, you will use this type of transaction within APM for one of the following reasons:

•

An incorrect work order task was charged on a group of transactions. Rather than reversing and re-entering all of the transactions, two miscellaneous maintenance cost transactions are entered: one to reverse the value of the transactions out of the incorrectly charged work order task’s costs (with a negative value) and one to charge to the correct work order task (with the same value as the first, except the value is entered as a positive amount).

•

An incorrect asset to charge was identified on a work order task, resulting in all of the work order task’s costs being charged to the wrong asset. Two transactions are entered and both are charged directly to an asset (the work order task’s costs are correct in this case). The first transaction credits the incorrect asset with the transaction costs; the second transaction charges the same value to the correct asset.

•

An incorrect cost type was charged on one or more transactions. A transaction is entered to credit the costs to the incorrectly charged cost type; a second transaction is entered to charge the same value to the correct cost type. If multiple work order tasks and/or assets were involved, a separate set of transactions must be entered for each work order task and asset affected.

To create a miscellaneous maintenance cost transaction, you must have a cost type to which you can charge the transaction. Miscellaneous transactions can only be charged to cost types where the Miscellaneous expenses option is set to Available for use.

To Create a Maintenance Miscellaneous Cost Transaction

1.	From the Activity Report dialog, select the Resources Used tab, and then the Miscellaneous tab.

2.	Click New. The Report Miscellaneous Cost dialog appears.

3.	On the General tab, enter the following settings:

Setting Name

Description

Transaction description

Enter a short description of the transaction. You can enter up to 250 characters.

Value

Enter the amount of the transaction.

Reference

You can enter a reference number that will identify an external document with the transaction.

Supplier

If appropriate, select the supplier for the transaction.

Cost type

The cost type to charge. The cost type is used to summarize resource costs on a work order and for the asset charged. The system typically selects a default cost; however, if necessary the cost type can be overridden. This information needs to be entered when costs are charged to an asset.

Offset account

Select the offset GL account for the transaction.

4.	The Details tab lists additional information.

Setting Name

Description

Resource

The resource involved in the transaction. For example, it could be the inventory item being issued, an employee's trade on a timecard, or a supplier item being received.

Warehouse

The warehouse where the resource is located. Click the arrow to select the appropriate warehouse. For issue, transfer, and transfer receipt transactions, this is the warehouse from which the material was retrieved. If your organization includes multiple sites and the transaction is a warehouse issue, the warehouse and the resource transaction must be owned by the same site. For inventory return transactions, this is the warehouse to which material is returned. For purchase receipt transactions, this is the warehouse to which the material will be delivered for storage. For adjustment transactions, it is the warehouse in which the adjusted item is stored.

Quantity

The quantity for this resource. The quantity has a different meaning depending on the resource type (Labor, Material, Service, and Tool) and the action you are performing (Adjusting an Item, Issuing an Item, and Entering a Physical Count Adjustment Transaction). Labor: Hours worked. Material: Adjustment quantity, invoiced quantity, issued quantity, return quantity, or received quantity (purchase and transfer). Service: Received hours or invoiced hours. Tool: Adjustment quantity, invoiced quantity, issued quantity, return quantity, or received quantity (purchase and transfer). Adjusting an Item: If you have selected Quantity Adjustment as the adjustment type, enter the quantity by which to change the inventory. Issuing an Item: Enter the quantity issued. Entering a Physical Count Adjustment Transaction: APM automatically enters the quantity when the transaction is posted.

5.	You can enter a more detailed description on the Description tab.

6.	Select the Reporting Info tab and ensure that the Reported by and Reported on information is correct.