RTA Web - Posting to Work Order Lines
Posting to WO
In RTA Web, users will have the ability to post Parts, Labor, Warrantied Parts and Labor, and Miscellaneous items. Posting these items updates the vehicle cost and history as well as inventory and statistical data in the other modules.
Access the posting options one of two ways:
After selecting one of the post options above, use the transaction type tabs in the pop out posting panel to select the type of transaction to post
When using the Post button option at the top of the work order screen, be sure that the correct work order line displays and if multiple lines exist, use the drop down to select the appropriate work order line for the transaction posting.
Posting Parts
Did you know that you can request parts that are needed through the work order line. Refer to Parts Requests for information on how to submit a parts request and visit Managing Parts Requests for instructions on how to manage part requests that are received from technicians.
To post out parts, click one of the post options (Image A, Image B) and ensure that the Parts tab is selected once in the posting window (Image C).
Image A: Once in the WO you can find the Post button at the top right of that screen.
Image B: At the WO line level, you can also find a Post button. Click anywhere inside the line box, additional fields will populate, including the Post button.
Image C:
On the posting parts window, there may be a part probability screen that appears. This takes into account the probability of parts that may be posted out to this particular job.
Users can select a part # in the probability screen to post it to the work order. However, if there is no probability, the section will have a “No data available” message, and the user can search parts then.
To post parts, the user will need to input the part number or name into the Part * field, choose the bin location the part is coming from and the quantity. Once you have that part, click the post button and the transactions section of the page will update with the part.
If a part file doesn’t exist. You can create the part on the fly through a Work Order or Purchase Order. Please refer to Adding Parts On The Fly for details.
Posting Parts with Location
If a part is tracking locations, you will see a location box, where you will need to add the location that the part will be added to.
Click inside the location box to select the appropriate location.
Once the location has been added, click post to add the part to the work order. The location box is quantity driven. Meaning, if you select a quantity of two, you will need to select to locations before you are allowed to post the part to the work order.
Posting Part Kits
If a work order line has a part kit pre-assigned to it (either at the line level or it is attached to a PM schedule), a message will display telling the user that one is assigned and a “Post Part Kit” link will be available to post all the parts in the part kit.
The part kit number and preview of the parts contained within the kit will auto populate in the parts posting panel giving users the ability to see the parts that will be posted with the part kit and verify that there are sufficient quantities of each part for the job.
If the part kit is not pre-assigned to the work order line, one can be selected when posting parts.
In the Part Number field, enter the part kit number
Enter the quantity (number of) part kits to be used with the line
The description and costs will prefill based on the part kit file
Click Post
Once a part kit number is selected, a preview of the parts contained within the kit will display under the posting information to easily identify which parts are contained in the kit.
The part kit cannot be posted if any of the component parts have insufficient on hand quantities for the job (this is based on the inventory showing for the part in the part file)
Adjustments will either need to be done via a Purchase Order or a Parts Adjustment to increase the quantity showing available.
Posting Labor
To post out labor, click one of the post options and ensure that the Labor tab is selected in the Posting window.
If a technician has not been assigned to the job, enter their name or abbreviation and select the technician from the Technician Search section. It will then ask for how much time is allotted for the technician to complete the job. Once this information has been filled out, click assign and the transactions section of the page will update with the labor.
If a technician has been assigned to the job, their name will appear in the labor section under Assigned Technicians. Click on the assigned technician and from here you can modify their labor rate, hours worked and billed hours. Once the changes have been made, click the post button and the transactions section of the page will update with the labor.
Posting Miscellaneous
Costs that don’t fall under parts, labor, or warranty can be posted out as a Miscellaneous option. To post out miscellaneous charges, click one of the post options and ensure that the Miscellaneous tab is selected in the Posting window. Then you can change the fields that are appearing on the screen - item, price, quantity, and description.
Once the changes have been made, click the post button and the transactions section of the page will update with miscellaneous.
Posting Warranty
Posting out a warranty allows you to capture warranty credits received from vendors. To post out warranty transactions, click one of the post options and ensure that the Warranty tab is selected in the Posting window. Tracking this can save your fleet thousands of dollars every year. When posting a warranty, there are 3 different categories that you can choose from: Parts, Labor, or Tires.
Select one of these options and enter the part, technician, or tire number. Add a description (this doesn’t necessarily need to match with a number in your inventory or technician). Then enter the total post price, the quantity is -1 by default (when multiplied to the total post price, the total warranty credit will be a negative amount reducing the total work order cost).
Reverse a Posting
From time to time, a transaction will either be posted incorrectly or to the wrong line. When issues arise with the posting, whether it’s parts, labor, warranty or misc., the user can reverse the posting by using the “reverse” button.
From the Work Order Line page, under “Transactions”, see the previously posted units
The far-right column is called “Reverse”. Any lines that need to be reversed, click on the arrow and select “Proceed” when prompted. The result will show a positive and negative posting, reversing the transaction off the line and back into inventory in the case of a part. When completed, the affected line will register as “Reversed”
