Insight
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Work Orders

The Work Order (WO) module follows the RUS work order procedure system. Work Orders are intended for those jobs constructing or retiring capitalized plant assets, such as poles and wire. Work Orders are closed on an as-needed basis – monthly, quarterly, weekly, or daily. As work orders are closed, costs are moved from the work in process accounts to the plant accounts. The Plant Assets module is automatically updated for the assets constructed or retired. The Word Order module is designed to handle the detailed accounting needs required by RUS. Work Orders complements the utility’s engineering staking application through the use of open Microsoft© SQL data structures and MultiSpeak software specifications. The system equally handles work order accounting for non-RUS utilities, such as municipal utilities, PUDs, etc..

 

Key Features & Benefits of the Insight Work Orders Module

Comprehensive Cost Collection:

Transactions entered with a work order number in subsidiary modules such as Payroll, Accounts Payable, Inventory, and Transportation are automatically updated to the Work Order module at the time the transaction is posted. This allows the Work Order module to accurately reflect work order costs at any point in time. It also eliminates the need to duplicate any data entry for work order costs. All costs are updated in real time upon posting.

Cost Tracking:

Categories can be assigned to each cost transaction posted to a work order. This allows the utility to define how costs are categorized for reporting purposes. Common categories are labor,
material, overhead, etc.

Work in process accounts can be defined in the chart of accounts to always require the entry of a work order for certain accounts, or never allow a work order to be entered for other accounts. This aids in data entry validation and reduces errors during transaction entry.

Audit Control:

Costs posted to work orders can easily be tracked back to the point of original entry. This allows for a very strong audit trail of work order costs throughout the system. When a work order is closed, no data is deleted from the system. It remains in the database indefinitely for inquiry and reporting purposes.

Allocation of Overhead Costs:

These costs to work orders can be based from direct labor charges or material charges posted to work orders during the accounting period.

Processes:

All General Ledger and Plant Asset entries are made automatically when a work order is closed. This eliminates the need to make duplicate entries within the system. All plant costs and quantities are updated accordingly based on staking sheet assemblies and corresponding standard unit costs of plant asset items.

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Work Order Maintenance

Work Order Data:

Each work order carries a number of properties useful for inquiry and reporting, such as type of work order, RUS loan and 219 codes, start-completed-closed dates, customer name, etc.

Staking Sheets:

Assembly units are an integral component of the work order process. Assemblies can consist of one or many inventory items, and can create one or many plant asset items. From the assemblies associated with a work order staking sheet, a material pick list can be generated and can be used to relieve inventory. A detailed list of plant assets to be installed or retired can also be seen once the staking sheet has been entered.

Integration:

The Work Order staking sheet process can be integrated with MultiSpeak-compliant third-party engineering/staking applications. This integration eliminates the need to manually key in staking sheet assembly and related information. Fields exist allowing the import or input of selected engineering data such as overhead and underground line footage per work order.

Impressive Reporting:

Many Work Order reports are generated by the system, including: work order listing, open work order listing, account distribution, category summary, material pick list, tabulation of record units, distribution and unitization of plant, cost of removal summary, RUS-submitable Form 219, and several others. Many reports can be generated on demand, then viewed online, printed, e-mailed or integrated with other third-party applications.

Work Order Close:

The Work Order closing process allows for the unitization of costs posted to multiple construction work in process accounts or retirement work in process accounts.

A work order can be manually closed in the event that little or no costs exist, and the work order is not going to be finished and will not end up in plant. Work orders that are to be closed to plant are grouped for ease of processing and reporting, even though each work order is unitized on its own. The closing process generates a series of reports that can be printed or previewed on the screen. If something needs to be changed or corrected, it is a simple process of making the change and rerunning the close process.

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Work Order Maintenance

Automated Updating of Plant (CPR’s):

As work orders are closed, the application automatically updates the appropriate plant records, along with creating the proper GL journal entries. This process is commonly called the unitization and distribution to plant. It allocates the cost to plant based on CPR standard costs per work order and then updates plant records in the Plant Assets module. This process saves the work order clerk numerous hours of manual labor and significantly improves accuracy.

Work Orders also Deliver:

  • A work order can consist of one or many staking sheets.
  • Quick print button during work order maintenance allows for quick reporting on the static setup information of an individual work order.
  • Produces RUS-approved Form 219.
  • RUS codes track Form 219 inventory number, RUS 740C, loan ID’s and budget codes.
  • Work orders can be identified by tax ID or school district for property tax reporting.
  • Ability to relieve inventory directly from work order pick list screen.
  • Supports blanket work orders.
  • Able to integrate with MultiSpeak staking applications.
  • Produces miles of line reports necessary for property tax reporting for some states.
  • Compliments a utility staking and engineering application.