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Adding Costs to a Work Order

Though costs will be added to a work order automatically by adding items such as staff labor and inventory transactions, they can also be added manually. Work order costs can also be edited later if necessary.

Adding Costs

  1. Navigate to the work order you would like to add costs to and click on the Costs panel to expand it.
  2. Click Add Cost and then select either Purchase Cost or Contract Labor / Service Cost. *Note: All required fields are indicated with a red asterisk.

Adding a Purchase Cost

  1. Enter a Description for the cost.
  2. Select a Budget Code, if applicable. *Note: If no budget code is selected, the cost added will not be reflected in your budget for this fiscal year.
  3. Select a Supplier / Contractor, if applicable.
  4. Enter a PO / Invoice #, if applicable.
  5. The Date of this cost record will populate automatically with today's date, but can be changed if necessary.
  6. Enter a Quantity for the cost. This will be multiplied by the Unit Cost to provide the Total Cost.
  7. Enter the Unit Cost amount.
  8. Select who this cost was Purchased By from the drop down menu.
  9. Enter any applicable Notes about this cost record.
  10. Click Upload File and select a file from your computer if you need to provide a picture of the receipt or other cost documentation.
  11. Click Add Purchase Cost.

 

Adding a Contract Labor / Service Cost

  1. Enter a Description for the cost.
  2. Select a Budget Code, if applicable. *Note: If no budget code is selected, the cost added will not be reflected in your budget for this fiscal year.
  3. Select a Supplier / Contractor, if applicable.
  4. Enter a PO / Invoice #, if applicable.
  5. The Date of this cost record will populate automatically with today's date, but can be changed if necessary.
  6. Enter the Total Hours for the cost. This will be multiplied by the Rate to provide the Total Cost.
  7. Enter the Rate.
  8. Select who this cost was Purchased By from the drop down menu.
  9. Enter any applicable Notes about this cost record.
  10. Click Upload File and select a file from your computer if you need to provide a picture of the receipt or other cost documentation.
  11. Click Add Purchase Cost.

 

 

Editing Costs

  1. Navigate to the work order you would like to add costs to and click on the Costs panel to expand it.
  2. Click on the edit icon ( ) next to the cost you would like to edit. *Note: Not all fields can be adjusted when editing cost transactions that were added automatically.
  3. Make all necessary changes to the cost record.
  4. Click Save to finalize the changes. *Note: Cost records can be removed from a work order by clicking the Delete this Cost link at the bottom of the panel.

Batch Updating Budget Codes

If there are more than two cost records on the work order, you can use the Batch Update Budget Code button to update multiple costs at the same time.

  1. Navigate to the work order you would like to update costs for and click on the Costs panel to expand it.

  2. Click Batch Update Budget Code.

  3. In the window that appears, select the Account/Budget Code from the drop-down menu.

  4. Click Batch Update to update all cost records with the selected account/budget code.

Finalizing Costs

  1. The Costs panel displays all cost records that have been added to the work order.
  2. Subtotals for each Cost Type and a grand total of the costs of the work order are displayed at the bottom.
  3. Once you have finished adding and editing all costs, check the box next to Costs Are Finalized to lock down costs and prevent further transactions from creating new cost records.