Detail Charges in 8.4.32.0
Detail Charges
Giving the ability for multiple Clerks to edit WO data at the same time.
DETAIL CHARGES Guide
This guide is an explanation of the new Detail Charges screen under Service Management-Maintenance Functions.
This section looks like WO OP Maintenance, however with Detail Charges it will allow multiple Clerks to access and edit the same Work Order Charges at the same time!! Detail Charges users will not lock each other out of WOs anymore.
**Work Order Maintenance will still lock WOs for single Clerk access.**
**If Work Order Maintenance has a WO locked, then Detail Charges cannot access it as well.**
Overview of changes for Detail Charges:
• No Locks created while maintaining charges.
• Ability to maintain all charge types.
• Multiple users can maintain charges for the same WO/Opcode simultaneously.
• New detail change log file tracks all changes to detail records.
• Cannot add new operations.
• Only 2 instances of Detail Charges are allowed per workstation
• There is a 30 min timeout on the Form. At 30 min the screen will be cleared, and any changes will not be saved.
• If the workorder is billed while an active client is in detail charges then any newly added charges will NOT be saved.
Use Case here in your current Service Process is as follows:
#1 Create the WO from WO Maintenance as needed.
#2 Edit that WO Charges from Detail Charges from now on so multiple Clerks can access if needed.
#3 WO Inquiry should be used by anyone that just needs to read data from a WO.
#4 Detail Charges should NOT be used just to view WO data.
#5 If in Detail Charges and you do Not make any changes, Do Not hit Save. This could affect other Clerks that are editing the WO actively.
Multiple Clerk Access and Editing Detail Charges Fail Safes:
We have some fail safes built in, if 2 users in the same WO try to edit the same item(part, labor, sublet, bill code, misc charges, equipment, mileage) then whoever saved first is the “winner”. The 2nd person will get a notice when they save about someone else had made a change to the same item and it will highlight the item and let them know who made the change. The idea here would be, so they know who to ask about the edit on that same item. Any other changes that are unique will save on the WO just fine.
Functionality Examples:
Any Changes to records that will be saved down to the database will be colored green and display “Me” as the user.
Any New charges that were entered by other users will be pulled into the form when anything is saved down to the database. These charges will appear new in the grid and will be colored grey and display the clerk who added the charge.
User 1 attempts to change billcode 1A with end date 11/20/23. User 2 on another workstation has just saved a change to billcode 1A giving it an end date of 11/15/23. User 1 Saves
Server sees that User2 updated the record first gathers the data from User2 changes. Then gives User1 a warning that the record was modified by User2.
Detail Charges/Work Order OP Maintenance Introduction of User ID Tracking:
For Item changes such as part, labor, sublet, bill code, misc charges, equipment, mileage we have included a new field to show User ID tracking. Any change made will be recorded and shown on each item for whoever made it.
New Unique Identifier (UID) attributes were added for each charge type. Every detail charge on the workorder will have its own unique identifier that is assigned when added. Once assigned that UID will never change. If the charge is moved to another workorder or opcode the UID will remain the same.
UID – TypePrefix:DATE*TIME*REF*PORT*CLERK
TypePrefix – Parts = P
Labor = L
Freight = F
Equipment = E
Misc = I
Mileage = M
Sublet = S
BillCode = B
UID Example:
User Group settings for Clerk access of Detail Charges. System Administration-Security-User Groups & Processes-Forms
Currently this access is unchecked(disabled) to any Non SuperUsers. If you want to give access to allow Detail Charges use, you will need to check(enable) your User Group access for your Clerks.
