1. Equipment Rental
  2. Rental Management
  3. Flows

Journal registrations on work order
Activity Flow

During the process of previously creating tasks to be used on this work order line, a Status group should have been setup. A status group is where setup can be done to allow/disallow certain registrations (and journals) depending on the current status/stage of the work order or disallow registrations completely.  

Rental service coordinator Rental service coordinator Executes rental service coordinator tasks Start Start Create hour journal Create hour journal Create hour journals to register the actual hours of the resources that will be responsible for the job. You must specify from what times the resource will spend on the job. However, the cost/sales prices for the hours must be configured beforehand.   Detail fields on the journal:   Field Description Project date Define a date when the actual work was executed Project Select a Project Activity number Select an activity number based on the project’s WBS Category Define a project category which should be used for posting. Defaulted automatically from Activity, but could be overridden. Worker Define a worker Role ID Define a role which is related to worker. That data could be used for automatic sales/cost price defaults. Description Define the detailed description which you want to keep on the project transaction Start time Define a start time End time Define an end time Line property Do we need to charge that work to customer? Sales price Define the sales price. Could be automatically defaulted based on the sales price setup defined on project Cost price Define the sales price. Could be automatically defaulted based on the cost price setup defined for worker/Role     Procedure 1. Go to Work order project planning > Work orders > All work orders. 2. In the list, find and select the desired record. 3. Click Journals. Note: on the work order line tab 4. Click Hour. 5. Click New. 6. Click Lines. 7. Click New. 8. In the list, mark the selected row. 9. In the Worker field, enter or select a value. 10. In the Start time field, enter a time. 11. In the End time field, enter a time. 12. Click Save. 13. Close the page. Expense journal Expense journal When the services are delivered to the customer, and you need to register spent hours, create the Hour Journal from the Project. In the Expense Journal form, click New or Lines. In the journal lines form, click Add/ New. Enter details about the journal line:  Field Description Project date Define a date when the actual work was executed Project Select a Project Activity number Select an activity number based on the project’s WBS Category Define a project category which should be used for posting. Defaulted automatically from Activity, but could be overridden. Resource Define a resource which should be associated with expense Description Define the detailed description which you want to keep on the project transaction Quantity Define a start time Currency Define a currency Cost price Define the sales price. Could be automatically defaulted based on the sales price setup defined on project Line property Do we need to charge that work to customer? Sales price Define the sales price. Could be automatically defaulted based on the sales price setup defined on project 4. Click Validate to check whether the journal is ready for posting. 5. If you are ready to post the journal lines, click Post.   Item journal Item journal Fee journal Fee journal Post hour journal Post hour journal The purpose of this activity is to post the hour journal previously created. Procedure 1. Go to Work order project planning > Work orders > All work orders. 2. In the list, find and select the desired record. 3. Click Journals. 4. Click Hour. 5. Highlight the journal that needs posting and click Lines. 6. Click Post. 7. Click OK. Post item journal Post item journal The purpose of this activity is to post the item journal previously created. Procedure 1. Go to Work order project planning > Work orders > All work orders. 2. In the list, find and select the desired record. 3. In the list, click the link in the selected row. 4. Click Journals. 5. Click Item. 6. Highlight the journal that needs posting and click Lines 7. Click Post 8. Click OK Post expense journal Post expense journal Post fee journal Post fee journal End End

Activities

Name Responsible Description

Create hour journal

Rental service coordinator

Create hour journals to register the actual hours of the resources that will be responsible for the job. You must specify from what times the resource will spend on the job. However, the cost/sales prices for the hours must be configured beforehand.

 

Detail fields on the journal:

 

Field

Description

Project date

Define a date when the actual work was executed

Project

Select a Project

Activity number

Select an activity number based on the project’s WBS

Category

Define a project category which should be used for posting. Defaulted automatically from Activity, but could be overridden.

Worker

Define a worker

Role ID

Define a role which is related to worker. That data could be used for automatic sales/cost price defaults.

Description

Define the detailed description which you want to keep on the project transaction

Start time

Define a start time

End time

Define an end time

Line property

Do we need to charge that work to customer?

Sales price

Define the sales price. Could be automatically defaulted based on the sales price setup defined on project

Cost price

Define the sales price. Could be automatically defaulted based on the cost price setup defined for worker/Role

   

Expense journal (Work order)

Rental service coordinator

When the services are delivered to the customer, and you need to register spent hours, create the Hour Journal from the Project.

  1. In the Expense Journal form, click New or Lines.
  2. In the journal lines form, click Add/ New.

Enter details about the journal line: 

Field

Description

Project date

Define a date when the actual work was executed

Project

Select a Project

Activity number

Select an activity number based on the project’s WBS

Category

Define a project category which should be used for posting. Defaulted automatically from Activity, but could be overridden.

Resource

Define a resource which should be associated with expense

Description

Define the detailed description which you want to keep on the project transaction

Quantity

Define a start time

Currency

Define a currency

Cost price

Define the sales price. Could be automatically defaulted based on the sales price setup defined on project

Line property

Do we need to charge that work to customer?

Sales price

Define the sales price. Could be automatically defaulted based on the sales price setup defined on project

4. Click Validate to check whether the journal is ready for posting.

5. If you are ready to post the journal lines, click Post.

 

Item journal (Work order)

Rental service coordinator

Fee journal (Work order)

Rental service coordinator

Post hour journal (Work order)

Rental service coordinator

The purpose of this activity is to post the hour journal previously created.

Post item journal (Work order)

Rental service coordinator

The purpose of this activity is to post the item journal previously created.

Post expense journal (Work order)

Rental service coordinator

Post fee journal (Work order)

Rental service coordinator

Activities

Name Responsible Description

Create hour journal

Rental service coordinator

Create hour journals to register the actual hours of the resources that will be responsible for the job. You must specify from what times the resource will spend on the job. However, the cost/sales prices for the hours must be configured beforehand.

 

Detail fields on the journal:

 

Field

Description

Project date

Define a date when the actual work was executed

Project

Select a Project

Activity number

Select an activity number based on the project’s WBS

Category

Define a project category which should be used for posting. Defaulted automatically from Activity, but could be overridden.

Worker

Define a worker

Role ID

Define a role which is related to worker. That data could be used for automatic sales/cost price defaults.

Description

Define the detailed description which you want to keep on the project transaction

Start time

Define a start time

End time

Define an end time

Line property

Do we need to charge that work to customer?

Sales price

Define the sales price. Could be automatically defaulted based on the sales price setup defined on project

Cost price

Define the sales price. Could be automatically defaulted based on the cost price setup defined for worker/Role

   

Expense journal (Work order)

Rental service coordinator

When the services are delivered to the customer, and you need to register spent hours, create the Hour Journal from the Project.

  1. In the Expense Journal form, click New or Lines.
  2. In the journal lines form, click Add/ New.

Enter details about the journal line: 

Field

Description

Project date

Define a date when the actual work was executed

Project

Select a Project

Activity number

Select an activity number based on the project’s WBS

Category

Define a project category which should be used for posting. Defaulted automatically from Activity, but could be overridden.

Resource

Define a resource which should be associated with expense

Description

Define the detailed description which you want to keep on the project transaction

Quantity

Define a start time

Currency

Define a currency

Cost price

Define the sales price. Could be automatically defaulted based on the sales price setup defined on project

Line property

Do we need to charge that work to customer?

Sales price

Define the sales price. Could be automatically defaulted based on the sales price setup defined on project

4. Click Validate to check whether the journal is ready for posting.

5. If you are ready to post the journal lines, click Post.

 

Item journal (Work order)

Rental service coordinator

Fee journal (Work order)

Rental service coordinator

Post hour journal (Work order)

Rental service coordinator

The purpose of this activity is to post the hour journal previously created.

Post item journal (Work order)

Rental service coordinator

The purpose of this activity is to post the item journal previously created.

Post expense journal (Work order)

Rental service coordinator

Post fee journal (Work order)

Rental service coordinator

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