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Evo-ERP and DBA Classic >> Manufacturing >> Repair costing and Invoicing Process
http://www.istechforum.com/YaBB.pl?num=1115399460

Message started by ginawendelin on 05/06/05 at 09:11:00

Title: Repair costing and Invoicing Process
Post by ginawendelin on 05/06/05 at 09:11:00

Repairs-

When we convert a sales order to a work order the SO# is converted to a WO# (SO-N). I dont understand why when you issue the materials(WO-G) for the repair it is not possible to close the work order(WO-I) without having to immediately release the sales order(SO-E), print the invoice(SO-F) and post(SO-G). It would seem that the cost of the materials and labor enterd in issue materials(WO-G) would stay with the sales order when the work order is closed especially since they use the same number. Our accountant says that if it is not done is the sequence stated above (close w/o, release s/o, print inv., and post inv.) that the sales order will grab the cost of another repair. Can you offer a solution to this problem so that we can invoice everything at once at the end of each day rather than having to invoice the repairs separately?

Thanks a bunch! ;D

Title: Re: Repair costing and Invoicing Process
Post by RAGINE on 05/06/05 at 09:40:51

I think as long as you have the repair as a type N part and no standard cost assigned that there is no need for the sequences. I know at one time I had the same problem by not following the sequence, but it had something to do with the way it was set up. I believe there was a post on this way back when.
Ragine

Title: Re: Repair costing and Invoicing Process
Post by Danimal on 05/06/05 at 09:58:20

That makes sense... and I started typing this before the previous reply but had to take a phone call...

You shouldn't have to post the sales order (invoice) before you can close the work order, they are two separate things. And yes, posting the invoice before the product is on-hand can screw up your costs, especially if the product quantity is zero or worse, negative, when you post.

Generally, we process our work orders as such... start by either converting from a sales order (SO-N) or just create a new one (WO-A). Once complete, we issue materials (WO-G), go back into WO-A and change the status from "F" to "R", and then close the work order (WO-I). Posting invoices happens later.

Hope this helps.

Title: Re: Repair costing and Invoicing Process
Post by cathyh on 05/06/05 at 10:34:45

We use a part number REPAIR ORDER for our repairs. The part number does not have a standard cost because the repairs can be quite different in materials and labor and therefore cost. There IS a problem with this if you finish a second work order with very different cost before invoicing and posting the first repair. This is because the SO takes inventory at average cost not actual cost for the work order. Also, the work order is not really connected to the sales order, it was just generated by it. In other words, you could convert SO 2000 to a work order 2000-1, complete the work order and sell it on SO 2010.
Since the invoice reports in the SA module use average cost as the cost field, our solution is to produce a report using Access that can link the WO and price using the work order file that has a SO field (since it was converted) and the invoice file which also has a SO field.

Title: Re: Repair costing and Invoicing Process
Post by Cyndee Pappas on 05/06/05 at 11:07:53

There is an add-on program "Automatic Work Order Processing at Invoice Posting" that ties the wo costs to the sales order. I haven't tried it yet, but there is a free 30 day trial.
http://www.istechsupport.com/addonsales.asp

Title: Re: Repair costing and Invoicing Process
Post by Vman on 05/06/05 at 11:50:16

This may be slightly OT, but I am the service tech for my company, so I primarily use DBA for entering customer repairs and parts. Essentially, programs like DBA don't handle repairs very well. I use sales orders to enter repairs, with a a part number for Labor. This works fine for customer repairs where they are paying for it, but warranty repairs are a different matter. Essentialy, the cost to the customer is zero, but you may want to get a report for what the repair costs you, i.e. your parts cost, inside labor, and shipping (if the customer isn't paying for it).
Also, most good repair invoices would have a section for the data on the equipment being repaired, following by a section listing parts & labor. In DBA, my workaround is to comment the equipment type and serial number after the Labor line.