This feature within EAM Work Orders allows users to track costs against the work effort.
Activities must already exist on the work order(s) in order to record the costs.
Navigating to Additional Costs
Click on the Additional Costs tab while in a Work Order.
The Cost Description explains what the purchase is for. Example usage of Pcard to pick up additional materials for a job or a PO# number. Enter cost using the below format
| Cost Description Format | |
| Purchase Orders |
PO#XXXXX – Provider/Contractor -
Project/Purpose – Service/Parts
|
| Example | PO#4444 UTILIQUEST Utility Discovery |
| Purchase Card(s) | PcardXXXX(last 4 of card) - Merchant – Purpose/Materials |
| Example | Pcard8884 Lowe’s Parts (see receipt) |
Selecting the Activity will specify where the purchase is directed to in a Work Order.
If no Activities are displayed, this means that they need to be created.
Cost Types help to drill down what type of purchase. The list of types depend on the Activity that was selected.
NOTE: PART and TOOL Costs are the default. To record Hired Labor or Services, the work order owner would have to go back to the Activity Tab and check the Hired Labor box
Cost is the price for the transactions.
Below is the standard for General Purchases via the P-Card or trade accounts M-NCPPC may have. Below staff needed to rent a piece of equipment from Lowe’s to address a particular job.
Click on the Save icon to add the purchase.
Purchase Orders may have multiple layers like hired labor, services associated with the job and/or parts. All
EXAMPLE: M-NCPPC has hired a contractor to install a skylight at one of their facilities. The PO covers several items: Installation by Contractor, Materials to assemble the new skylight, and an extended warranty from the contractor on the skylight.
Each Purchase Order Additional Cost MUST match the total cost of the document associated.
NOTE: Each Additional Cost, please keep the purchase order, receipt or other related documents on hand. Users may also upload the items mentioned as Documents for the work order.
Before closing out Work Orders, users are encouraged to review the recorded costs and review their documentation. Using the list in Additional Costs tab will help staff review each purchase.
Additionally, users may click on the Cost Summary tab as another way to match their entries with their documentation.
