Transaction Shortcuts
The Clerk role can enter multiple records of Labor, Purchase, or Issue transactions at one time. The labor hours you enter can be for multiple users. This is a quick and efficient way to enter your transactions. *Note: Fields with a red checkmark (
)are required.
Adding Multiple Transactions to the Same Work Order
- Open a work order by searching for it or clicking on the WOID number. *Note: The Clerk role will see the Short Work Order Form by default.
Adding Labor Hours
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Once you are on the Short Work Order Form, hover over the Shortcuts menu and click Add Labor Hours. You will be directed to a form where you can record the labor hours for this work order for up to seven users at a time.
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Select the user's name in the Employee drop down.
- Choose what Type of labor you are entering from the drop down.
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Enter a labor transaction Date.
- Enter the number of Hours worked in the text box. *Note: If a labor rate is assigned to the user, the Total Cost will be calculated and auto-populated in the text field.
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If the work has been completed, you can add Action Taken notes at the bottom of the form as well as an Actual Completion Date.
- Check the box next to Complete Work Order if the work has been completed.
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Once you are finished entering transaction details, click on the Save button to save your labor transactions.
Adding Purchase Transactions
- Once you are on the Short Work Order Form, hover over the Shortcuts menu and click Add Purchases. You will be directed to a form on which you can record up to seven purchase transactions for this work order at a time. Refer to the dark blue header to see which fields and drop down menus correspond to each field.
- Enter the Date of the transaction. This date can be backdated if needed.
- Identify the Type of purchase transaction from the drop down list. For example: Materials, Rentals, or Contract Services.
- Enter the Item Description for the purchase. For example: If you are entering a transaction related to materials, what was purchased? If related to Contract Services, what services were contracted?
- Enter the Qty purchased.
- In the Unit Cost field, enter the cost per unit.
- If the costs of this material will be associated to a Budget select it from the drop down list.
- Once you have filled in the information for your purchase transaction(s), you can check the box next to Complete Work Order if the work has been completed.
- Click the Save button to save your purchase transactions.
Adding Issue Transactions
- Once you are on the Short Work Order Form, hover over the Shortcuts menu and click Add Inventory Issue. You will be directed to a form on which you can record up to seven issue transactions for this work order at a time. Refer to the dark blue header to see which fields and drop down menus correspond to each field.
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Enter the Date of the transaction. This date can be backdated if needed.
- Enter the quantity of this inventory item that is needed in the Qty field.
- Identify the Type of inventory from the drop down list. For example: Custodial, Electrical, or Mechanical.
- Enter any Notes if desired.
- Enter the Item Number or click on the binoculars to select an inventory item from list. *Note: The items shown here will be filtered based on the Type selected.
- Select the Pool that this item will be issued from.
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Unit of Issue, Unit Cost, and Total will automatically calculate based on the quantity entered.
- If the costs of this item will be associated to a Budget select it from the drop down list.
- Click the Save button to save your inventory transactions.
