Repair Orders Listing page overview

You use the Repair Orders Listing page to view, create, and complete repair orders. You can also use the page to create an invoice from a closed and billable repair order.

The page shows a list of repair orders based on the search filters you specify in the Repair Order Search window. The orders appear in the Repair Orders Listing grid.

The Repair Orders Listing page provides easy access to the:

Menu that lists application menu items
User menu that lists user-specific menu items
Help that provides reference information on user-assistance topics
Commands that include:
- Search Orders
  Open the Repair Order Search window.
- Reset Page Template
  Reset your grid to the default setup.
- Set Page Template
  Open the Search Page Setup window.
- Attachments
  Supported file formats for uploading include: JPG, BMP, GIF, TIF, PDF, and TXT.
- Create Template
  Create a repair order template.
- Sticky Notes
  Add a sticky note.
- Create Repair
  Create a repair order.
- Change Vendor
  Change the vendor on a vendor repair order.
- Re-Assign Shop
  Assign a different shop to the order.
- Reports
  Select a report to view.
- Data Navigator
  Go through pages of orders.
  
  When more than one page exists, the navigator displays the page numbers.
  
  For details, see Using the Data Navigator to browse through records.

Row highlighting

First available in TMT Fleet Maintenance: 2018.1

The Repair Orders Listing page uses row highlighting to identify the condition of a repair order based on order status, section status and actions needed to complete and close the order.

The row highlighting colors represent the following:

Field Definition

Field	Definition
White	The repair order and section statuses are Open.
Orange	The repair order requires an approval or its running total exceeds the prior approval status. Orange highlighting displays on a repair order row when the `[Repairs-Approvals]Require RO Approval Levels` option is set to YES. This option is not commonly used. The default setting is NO.
Red	An employee (mechanic) is logged into a section on the repair order. Both the repair order and section statuses are set to Open. Notes: This feature requires the purchase and installation of the Shop Floor module. A mechanic can log into a repair order section *only* when the repair order and section statuses are set to Open.
Green	The repair order status is Complete or Closed, has a customer assigned to the unit, and has at least one billable section. Note: This feature requires the purchase and installation of the Invoice module.
Blue	The repair order status is Open, but all section statuses are Complete or Closed. The line is also blue if the repair order has no sections.

White

The repair order and section statuses are Open.

Orange

The repair order requires an approval or its running total exceeds the prior approval status.

Orange highlighting displays on a repair order row when the [Repairs-Approvals]Require RO Approval Levels option is set to YES. This option is not commonly used. The default setting is NO.

Red

An employee (mechanic) is logged into a section on the repair order. Both the repair order and section statuses are set to Open.

Notes:

This feature requires the purchase and installation of the Shop Floor module.
A mechanic can log into a repair order section only when the repair order and section statuses are set to Open.

Green

The repair order status is Complete or Closed, has a customer assigned to the unit, and has at least one billable section.

Note: This feature requires the purchase and installation of the Invoice module.

Blue

The repair order status is Open, but all section statuses are Complete or Closed. The line is also blue if the repair order has no sections.

Repair Orders Listing grid

The Repair Orders Listing grid shows a list of orders based on the search criteria you enter in the Repair Order Search window. You can create a list based on a repair order status. This illustration shows a list of orders with the status of Open.

The grid provides features that allow you to view information by expanding and collapsing rows, adding columns, and filtering or sorting data. For example:

Click Expand next to a repair order row to view repair details such as Section, Complaint, and Component field information.
Click Expand next to a section row to view information in the section’s Lines, Assigned Employees, or Assigned Tasks tabs.

For more information on using grids, see Changing the data display on grids.

Column name	Definition
Actions	Command buttons that allow you to complete or close an order They include: Complete Order Close Order
Shop	ID of the shop making the repair
OrderType	Displays Repair
Repair Order Type	Repair order type classifies the repair order. Valid repair order types include: Standard Vendor RO
Order	Order number
Status	Status of the repair order Valid statuses include: Canceled The repair order is no longer valid. The order does not show any line items. You cannot add line items to the order. You can reopen a canceled order. Closed All work on the repair order is finished. The repair order is read-only. You can reopen a closed order, unless it was exported to accounting, posted to a period close, or invoiced. Complete The repair order is ready to be closed. You can add sections and line items to the order. The completion date showing in the repair order header is also showing for completed sections. Open Work is being performed for the unit on the repair order. You can add sections and line items to the order You can change field values where permitted. Pending Work is not completed for a section on the repair order You can add sections and line items to the order You can change field values where permitted.
Unit	User defined unit identification number
Customer	Customer assigned to the unit The system uses this field value with the invoicing module to determine whom to bill for a unit’s repairs.
Invoice Number	Invoice number assigned to the repair order, when applicable
Total	Repair order’s total costs for parts, labor, services, miscellaneous items, fees, taxes, and fuels
Meter Reading	Meter reading for the primary meter on the repair order
Opened Date	Date the repair order is opened
Closed Date	Date the repair order is closed
Estimated Time	Estimation of the hours required to make the repairs
Vendor Estimate	Vendor’s estimated costs to complete work on the repair order
Priority	User defined priority level for this repair order
Vendor	Vendor assigned to perform work on a repair order
Batch	If the repair order is created with a batch, the batch ID displays in this field.
Close On	Date on which the repair order is closed
Closed By	User ID of the employee who closed the repair order
Completed Date	Date on which the repair order is completed
Completed By	User ID of the employee who completed the repair order
Cost Center Code	ID of the cost center assigned to the unit
Created Date	Date on which the repair order is created
Created By	User ID of the employee who created the repair order
Images	When the repair order invoice contains an image, the entry is Y.
Ref Number	Order ID for the Invoice Number, when present
Meter Type	Type of meter for the primary meter on the repair order
Physical Location	Unit’s current physical shop location
Physical Shop Location	Shop’s current physical location
Ref Order id	If the repair order is associated with a purchase order, the purchase order’s order ID displays in the field.
Repair Class	The options in this field identify the standard Vehicle Maintenance Reporting Standards (VMRS) choices for repair class, which include Scheduled, Non-scheduled, and Emergency.
Repair Site	Physical location where the repair takes place The standard Vehicle Maintenance Reporting Standards (VMRS) choices for repair site are Customer, Facility, Field, On the Road, and Outside Company.
WarrantyCredit	If the repair order has a warranty claim that has been closed, any reimbursement amount displays in this field.

Column name

Definition

Actions

Command buttons that allow you to complete or close an order

They include:

Complete Order
Close Order

Shop

ID of the shop making the repair

OrderType

Displays Repair

Repair Order Type

Repair order type classifies the repair order.

Valid repair order types include:

Standard
Vendor RO

Order

Order number

Status

Status of the repair order

Valid statuses include:

Canceled
The repair order is no longer valid.
- The order does not show any line items.
- You cannot add line items to the order.
- You can reopen a canceled order.
Closed
All work on the repair order is finished.
- The repair order is read-only.
- You can reopen a closed order, unless it was exported to accounting, posted to a period close, or invoiced.
Complete
The repair order is ready to be closed.
- You can add sections and line items to the order.
- The completion date showing in the repair order header is also showing for completed sections.
Open
Work is being performed for the unit on the repair order.
- You can add sections and line items to the order
- You can change field values where permitted.
Pending
Work is not completed for a section on the repair order
- You can add sections and line items to the order
- You can change field values where permitted.

Unit

User defined unit identification number

Customer

Customer assigned to the unit

The system uses this field value with the invoicing module to determine whom to bill for a unit’s repairs.

Invoice Number

Invoice number assigned to the repair order, when applicable

Total

Repair order’s total costs for parts, labor, services, miscellaneous items, fees, taxes, and fuels

Meter Reading

Meter reading for the primary meter on the repair order

Opened Date

Date the repair order is opened

Closed Date

Date the repair order is closed

Estimated Time

Estimation of the hours required to make the repairs

Vendor Estimate

Vendor’s estimated costs to complete work on the repair order

Priority

User defined priority level for this repair order

Vendor

Vendor assigned to perform work on a repair order

Batch

If the repair order is created with a batch, the batch ID displays in this field.

Close On

Date on which the repair order is closed

Closed By

User ID of the employee who closed the repair order

Completed Date

Date on which the repair order is completed

Completed By

User ID of the employee who completed the repair order

Cost Center Code

ID of the cost center assigned to the unit

Created Date

Date on which the repair order is created

Created By

User ID of the employee who created the repair order

Images

When the repair order invoice contains an image, the entry is Y.

Ref Number

Order ID for the Invoice Number, when present

Meter Type

Type of meter for the primary meter on the repair order

Physical Location

Unit’s current physical shop location

Physical Shop Location

Shop’s current physical location

Ref Order id

If the repair order is associated with a purchase order, the purchase order’s order ID displays in the field.

Repair Class

The options in this field identify the standard Vehicle Maintenance Reporting Standards (VMRS) choices for repair class, which include Scheduled, Non-scheduled, and Emergency.

Repair Site

Physical location where the repair takes place

The standard Vehicle Maintenance Reporting Standards (VMRS) choices for repair site are Customer, Facility, Field, On the Road, and Outside Company.

WarrantyCredit

If the repair order has a warranty claim that has been closed, any reimbursement amount displays in this field.