Work orders track the labor, material and billings. Work orders can be entered several ways but the most common on are the Dispatch Board (described in part 1) and under View Work Orders. Work orders can be created in the New Work Order window which allows you to choose the required information from several dropdown lists.
After the service work has been completed, the client bill must be generated and the work order closed. There is a Register tab which is where the work order items are entered and an invoice produced. The work order must be reviewed prior to invoicing or closing it. The Customer Viewable option essentially is the print preview that allows you to see what the final bill will look like. Work orders can be invoiced individually or by group so you can invoice your clients in the manner they prefer to be billed.
In the Service Management module, a fixed price or contract-based job is known as a small job. You are still able to bill based on percentage of completion just as in in the regular billing module of Sage 300 Construction and Real Estate.
Once a small job quote is accepted by the customer, the quote will be activated and the work order scheduled. You can enter the estimated amount of hours it will take to complete the job and the costs to complete the work which will basically serve as your budget. The percent of completion is calculated for progress billings so you can determine the profitability of small jobs.
In order to create a client bill for a group of work orders, you select the Work Order Grid from the main Work Order Billing windows. You can specify the cutoff date then use the advanced filter options as needed. You can close the work orders as you invoice them.
The Service Management module eliminates the need to set up contracts through the Contract Module because there are no cost codes in the service module, similar to the main Sage 300 Construction and Real Estate software. This module also eliminates the need to use the Billing Module to produce customer bills. The service module is the main module needed from start to finish – at the beginning of a work order through invoicing when the job is complete.
A work order must be closed if it has been completely invoiced. The Service Management module completely changes the setup and management of jobs because they’re considered work orders. There will be several more articles about the Service Management module in the near future so stay connected for more information!Written by: Annie Terracciano TGG Accounting