Managing Work Orders

This chapter provides an overview of services work orders and discusses how to:

Create and manage work orders.
Create purchase orders with the Quick Sourcer.
Manage purchase orders.
Closing purchase orders.
Manage work order sourcing and assigning new resources.
View the service provider list.
View logistical tasks.
View value-added tax (VAT) and sales and use tax (SUT) information.

Understanding Services Work Orders

This section lists prerequisites and discusses:

Work order status.
Access to work orders.
VAT and sales and use tax SUT for services.

In PeopleSoft Services Procurement, you can create work orders for resource-based and deliverable-based work orders that specify the basic terms and conditions of a project. Resource-based work orders reflect work that is typically conducted by a single service provider. Work orders of this nature are logged against the total hours worked. Deliverable-based work orders or request for proposal (RFP) work orders are work orders that reflect work generally conducted by an entire work team. Progress on deliverable-based work orders are logged against an entire project, not just the hours worked by a single service provider. There is no specific service provider in mind for deliverable-based work orders, so a statement of work defines the requirements. The rate and the unit of measure (UOM) are not applicable for deliverable-based work orders, so the user enters a work order amount instead of rate information.

After a service requisition is created, sourced, and filled, use work orders to document explicit terms agreed upon by you and the service supplier. The service provider or service provider contact logs time or progress, respectively, against the work order.

Work order functionality in PeopleSoft Services Procurement includes the following capabilities:

Generate a work order from a filled requisitions.
Manually create a work order and link it to an approved or sourced requisitions.
Manually create a work order that is not related to a requisition.
View tax information.
View and run the logistical tasks.
Route a work order for approval using defined workflow rules.
Reassign a work order to another service provider.
Extend the duration of a work order and track the related rate changes and approvals for the extension.
Adjust the rate on a work order using effective dates.
Link a work order to a purchase order using the Quick Source process.
Control expenditures to ensure that a work order does not exceed the agreed amount.
Notify a service provider or service provider contact that the work can begin.

Note. If you have already selected a service provider, you can create a work order without creating a requisition

See Also

PeopleSoft Services Procurement Preface

Managing Time in PeopleSoft Services Procurement

Maintain Logistical Tasks

Work Order Status

Throughout the work order process, it passes through various work order management phases. The following are valid work order statuses:

Open: The new work order is created.
Submitted: The work order is submitted for approval.
Approved: The work order is approved.
Released: The linked purchase order has been dispatched.

Time or progress can be logged against the work order.
Cancelled: The requester or service coordinator cancels the work order.
Closed: The work order is closed.
Denied: The work order is denied for approval.
Terminated: The work order is terminated prior to the expected end date.
Finalized: All time or progress is recorded and invoiced.

Any associated purchase order is reconciled with the work order.

Once the work order is closed, a service provider can no longer log time and expenses against it.

Access to Work Orders

Throughout the work order process, specific role types have access to work order functionality. This table lists the various role types that have access to work orders:

Role Type	Access
Requester	Based on permissions, the requester may have complete access to work order functions.
Service Coordinator	Based on the set up on the Service Coordinator defaults page, this person can enter a work order, extend a work order, or delegate requisition sourcing.
Logistical Task Assigned To	This user can only view assigned logistical tasks associated with the work order.
Work Order Approver (dynamically assigned based on workflow rules)	This user has access to change the work order approval details only.
Service Provider Contact	The Service Provider Contact has view access for work order and authorization for assigning service providers for deliverable work orders with tracking enabled.

VAT and SUT on Services

VAT is a governmental consumer sales tax, a straight percentage that is added to the cost of a good or service. At each step in the supply chain, VAT is calculated by multiplying the cost of the good or service by the tax rate, charged by the seller to the buyer. While at each step in the supply chain except the last, the buyer can normally recover the VAT incurred. Thus, the liability for VAT is essentially the value added at each step in the supply chain.

SUT is a governmental retail sales tax, a straight percentage that is added to the cost of a good or service. Normally, everyone but the final consumer is exempt from this tax. Sales tax is charged, collected, and remitted to the government by the retailer, while use tax is not handled by the retailer, but still due to the government, and must therefore be self-assessed and remitted by the purchaser.

The major difference between VAT and SUT is that almost everyone pays VAT and recovers the VAT they paid except the end consumer, whereas only the end consumer pays SUT. Everyone in the middle of the supply chain is exempt from SUT.

The PeopleSoft tax tables require you to define:

Tax authorities, which contain individual tax rates and accounting information used to post the tax liability to a general ledger.
Tax codes, which consist of a group of tax authorities.

The system calculates VAT and SUT when you create a work order. This enables you to estimate VAT and SUT charges at an earlier stage in the supply chain, so that you have a more accurate understanding of the final amount. The system triggers SUT and VAT defaulting and calculations when you save the work order. If PeopleSoft Services Procurement is integrated with PeopleSoft Purchasing, the system copies VAT and SUT codes and percentages as a default from PeopleSoft Purchasing purchase order to the PeopleSoft Services Procurement work order upon work order release.

Prerequisites

Before you can create a work order, the following conditions must be met:

If selecting a requisition line on the work order, the requisition line status must be Approved or Sourced.
The requisition must be filled for automatic work order generation from the sourcing and bid pages.
A supplier network must be defined for the business unit.
Projects must be defined if Project Costing is installed.
Activities must be defined.
Service types and services must be defined.

To create the logistical tasks associated with the work order, you should:

Define tasks.
Define a task group.
Associate tasks with the task group.
Associate the task group with existing service types.

Creating and Managing Work Orders

This section discusses how to:

Manage service work orders.
View work order details.
View work order cost information.
View work order consumption information.
View work order approvals and alerts.
View work order survey information.

Understanding the Work Order Process Flow

Here is an overview of the steps in the work order process flow:

Access the Manage Services Work Order page to manually create a service work order.

Note. You can click the generate work order button from the Bid Response page, the Assess and Award Bids page or the Requisition Line Position Details page for a filled requisition line to automatically generate a service work order.
For manually created work orders, enter the business unit, work order ID, and service type in the Add New Work Order group box on the Manage Services Work Order page.

Note. The Service Type field determines whether the work order is resource-based or deliverables-based.
For manually created work orders, click the Add button to access the Maintain Service Work Order page.
Enter the required information on the Maintain Services Work Order page.

If you create a work order that is tied to a requisition, many fields (such as Start Date and End Date, Project, Service Provider, and so forth) appear by default from the original requisition. In addition, you must enter data in the Invoice Approver and Time Approver or Progress Log Approver and Expense Approver and Progress Log Template fields.
Save the page.
Click the View Task List link on the Maintain Services Work Order page to ensure that all mandatory pre-approval logistical tasks are complete.
After all mandatory pre-approval logistical task are complete, click the Submit button on the Maintain Services Work Order page.

Upon submittal, the work order submittal page displays approval information and the work order status changes to Submitted or Approved, if the work order creator has sufficient authority to approve work orders or the work order approval process is not used for the Business Unit.
Once a work order is submitted for approval, it is routed to the work order approver as defined by the workflow rules.

There can be more than one approver for each work order, and it depends on the number of approvers set up in the workflow rules. A new task item appears on the approver's worklist indicating that the work order needs approval. An email notification is sent to the approver's in box. Once approved, the work order status changes from Submitted to Approved.

See Implementing PeopleSoft Services Procurement Workflow.
Access the Services Work Order Roster page, and locate the approved work order.

Click the Edit Work Order button on the Work Order Roster page to update the approved work order.
(Optional) Click the View Task List link on the Work Order - Details page to verify that all postapproval logistical tasks are complete.

You must complete all postapproval tasks before releasing the work order.
If purchase orders are integrated with work orders, click the Process Purchase Order button on the Maintain Services Work Order page to complete purchase order distribution and accounting information, and then click the Quick Source link on the Cost tab to build the purchase order automatically.

Note. The Quick Source link appears for manually created work orders, as well as work orders that are associated with requisitions.
Click the button next to the created purchase order ID to verify that the purchase order has been approved, budget checked, doc tolerance, and dispatched.

Use the purchase order page to perform these actions.
Once the purchase order has been dispatched, you can release the work order by clicking the Release button.

Pages Used to Create and Manage Work Orders

Page Name	Object Name	Navigation	Usage
Manage Services Work Orders	SPF_WORDER_ROSTER	Services Procurement, Manage Services Work Orders	Add and maintain work orders.
Work Order - Service	SPF_WO_REQ_VEN_DT	Services Procurement, Manage Service Work Orders Click the Add button on the Manage Services Work Order page. Click a Work Order ID link on the Manage Services Work Order page.	Enter service information for the work order.
Work Order - Cost	SPF_WO_COST_PO_PG	Services Procurement, Manage Services Work Orders, Work Order - Service Select the Cost tab.	Enter cost information for the work order.
View Shifts for Service	SPF_SHIFT_BY_SRV	Services Procurement, Manage Services Work Orders, Work Order - Service Click the View Shifts for Service link at the bottom of the work order.	View any shifts associated with this service.
View Assignments for Service	SPF_ASGN_BY_SRV	Services Procurement, Manage Services Work Orders, Work Order - Service Click the View Assignments for Service link at the bottom of the work order.	View any assignments associated with this service.
Track Resources	SPF_WO_TRK_RSRC	Services Procurement, Manage Services Work Orders, Work Order - Service Click the Track Resources link at the bottom of the work order.	Add and track new services providers for deliverable services.
Progress Log Activity	SPF_PRGLOG_MS_PG	Click the Activities link on the Work Order - Cost page.	View activities associated with a progress log for deliverable services.
Work Order Rates	SPF_WO_PAYRATE	Click the Enter Effective Dated Rate button on the Work Order - Cost page.	(Optional) Update the work order rate by effective date.
Work Order - Approvals and Alerts	SPF_WO_APPROVER	Services Procurement, Manage Services Work Orders, Work Order - Service Select the Approvals and Alerts tab.	Enter approval and alert notification information related to work orders.
Work Order - Comments	SPF_WO_COMMENTS	Services Procurement, Manage Services Work Orders, Work Order - Service Select the Comments tab.	Enter comments related to work orders.
Work Order - Surveys	SPF_WO_SUR_USR	Services Procurement, Manage Services Work Orders, Work Order - Service Select the Surveys tab.	Enter survey information related to work orders. Note. The Survey tab is only available if the Using Surveys option is enabled for the business unit and the work order is saved.
Service Work Order History	SPF_WO_HISTORY	Click the Work Order History link on the Manage Services Work Order page. Click the Work Order History link at the bottom of the Work Order-Services page.	View status and approval changes, including the service coordinator or team that was assigned to the work order at the time history was recorded.
Service Work Order Template History	SPF_WO_TE_TEMPLATE	Click the Time Template History link on the Work Order - Cost page.	View templates that were linked to the work order.
Document Attachment	SPF_WO_ATTACH	Click the Statement of Work link at the bottom of the Work Order - Service page.	Upload file attachments for a work order.
Quick Source	PV_RUN_REQSORC_1	Click the Quick Source link on the Work Order - Cost page.	Run the process that creates purchase orders related to work orders. Note. This process is only accessible if purchase orders are integrated with work orders.
Maintain Purchase Orders	PO_LINE	Click the Purchase Order button on the Maintain Services Work Order - Cost page.	Access the purchase order where you can run commitment control, check doc tolerance, and dispatch purchase orders. Note. This process is only accessible if purchase orders are integrated with work orders.
Work Order Approval Status	SPF_WO_APPR_STATUS	Click the Work Order Approval Status button on the Manage Services Work Order page.	View work order approval information. Note. The work order approval button is only accessible if Enable Approval Process option is enabled for the business unit on the work order tab.
Work Order Cost Consumption	SPF_WO_COST_CONSUM	Services Procurement, Manager Services Work Orders, Work Order - Service Click the Consumption tab on the Work Order page.	View the cost consumption details Note. This only appears once the work order is released.
Work Order Approval	SPF_WO_APPR_PG	Click a Approval Worklist entry for the work order.	Approve or deny the submitted work order.
Work Order Activity	SPF_WO_ACTIVITY	Click an Activity link on the Work Order - Cost page.	Identifies the activities associated with a resource-based work order.

Managing Services Work Orders

Access the Manage Services Work Order page.

The Manage Work Order page is the central location for maintaining the work orders. Use the search and sort features to streamline the search results for the work order. Once you enter the search criteria, proceed to the roster area where you can edit, establish workflow, and cancel work orders.

Use this page to create new service work orders, view existing work orders details, and extend work orders.

Enter criteria in the Search Services Work Order group box to search for specific work orders.

Click the Show Advanced Search link to view more search fields, including Business Unit, Survey ID, Work Order Name, Vendor ID, Service Provider, Provider Contact, and Service Coordinator.

Work Order ID

Enter the work order ID assigned when the work order was created.

Date From/Through Date

Select a range of creation dates for the requisitions to be retrieved.

Click to access the Services Work Order History page, where you can view a summary and history of the work order.

Click to access the Service Work Order - View Task Checklist page, where you can view the logistical tasks for the work order.

Click to access the Work Order Approval Status page, where you can review the work order approval information.

Click the Extend Work Order button to extend the duration of the work order contact.

Note. Click this button to access the Maintain Services Work Order page, where you can enter a new end date for the work order. Logistical tasks that are associated with the work order type, extension, are associated with the new extended work order.

A new purchase order amount associates with the extended work order, which requires additional approval.

You can extend resource-based work orders only.

Note. This button appears for resource-based work orders only.

Click the Assign New Resources button to assign a new service provider to the work order either by manually replacing the service provider or going through the fulfillment process

Note. Click this button to access the Maintain Services Work Order page, where you can enter a new start date and select a new service provider for the work order.

You can assign new resources to resource-based work orders only.

Viewing Work Order Details

Access the Work Order - Service page.

Work Order ID

Displays the unique work order ID that is created when you link a new work order.

Work Order Status

Displays the status of the work order. Values are:

Open

Submitted

Approved

Released

Canceled

Closed

Denied

Terminated

Finalized

Work Order Name

Enter a name descriptive name for the work order. Defaults to the requisition name if one associated to the work order, or to the work order ID.

Work Order Details

Service Method

Displays the service method of Deliverable Based or Resource Based.

Note. The service method is determined by the service type selected in the Add New Work Order group box.

Work Order Type

Displays the work order type. Work order values are Original, Extension, Replaced, or Reassigned.

Note. Work order types determine the logistical task group and logistical tasks that are associated with the work order. Pre-approval and postapproval logistical tasks are determined by the work order type values.

Linked Work Order

Displays a linked work order. A new work order is linked to an existing work order by either extending, reassigning, or replacing the existing work order. When you extend, reassign, or replace an existing work order, information from the original work order appears by default on the new work order.

Requisition Information

Requisition ID

(Optional) Enter the requisition ID associated with the service work order. The requisition line must have a status of Approved or Sourced.

The system displays links to original sourcing requisitions. Click a Requisition ID link to access the Requisition Line Job Summary page for that requisition.

Note. You can generate a work order from filled requisitions by clicking the Work Order button on the Requisition Details page or Assess and Award Bids page.

Line Number

Enter the requisition line number. When you link a requisition line, information from that line appears by default on the work order. Some of that information is not editable on the work order.

Service Information

Service Type	Displays the service type selected on the Add New Work Order group box. Note. This can only be changed to a service type with the same service method.
Services	Select the specific service to be performed, for example, Program Manager or Java Developer. The services are linked to the service type on the Services by Service Type page.
Track Resource	Select this check box if this is a deliverable service method work order and you want the service provider resources to be included on the work order.
Requesting Dept	Select the requesting department which must be valid HCM department (if HCM is enabled on the Services Procurement installation); otherwise select a valid department for PeopleSoft Financials/Supply Chain Management.
Location	Enter the ship to location for the work order. The ship to location appears by default from the requester defaults.
Job Title	Enter the job title for the work order. Note. This value defaults from the service attributes.
Scope of Work	Enter freeform comments to describe the type of work that the candidate needs to perform on the work order.

Candidate Requirements

This group box contains various candidate requirements. The default values come from the requisition if there are skills associated to the requisition; otherwise the values come from the competencies associated to the work order.

Competencies	This display-only field is used to screen candidates that do not have the competencies required for the work order.
Proficiency	This display-only field indicates the minimal level that the candidate should possess in order to be qualified for the position. Note. Proficiency is for informational purposes only
Experience	This display-only column indicates the minimum years of experience the candidate should possess, and is for informational purposes only.
Action	Select Block, No Action, or Warn depending on the action you want to occur if the service provider entered on the work order does not have the required competencies.
Other Skills	Enter any freeform text in this field to indicate additional skills which may be required for the position.
Settlement Options	View the settlement method for a work order, which is based on the service selected. Progress will be recorded based on the method defined. Values include: Fixed Amount: Progress payments are made against milestone activities where the supplier enters the amount to be paid on the progress logs. You can record progress multiple times against the same milestone for work order to allow payment upon partial completion of a activity. Milestone: Payments are made when agreed upon milestones are met. For example, you could agree to pay the construction company 25% of the total fee when the foundation is complete. The supplier can only select each milestone activity once for completion. Percentage: Payments are made based on the percentage of completion for the total work order amount entered on the progress log. Rate Based: Payments are based on an agreed upon rate for service activities. For example, you could agree to pay a contractor pouring concrete a specific rate per cubic foot. For this example, the actual cubic feet poured is entered in the progress log and the payment is based on that agreed rate. Note. This field applies to deliverable-based work orders only.

Duration Information

Projected	Enter a projected start and end date for the work order. The Start Date reflects the date when the work is projected to begin. The End Date reflects the date when the work is anticipated to end.
Actual	Enter the actual dates when the work begins and ends. You must enter the actual start date before releasing the work order. Enter actual end date after the work order is canceled, terminated, or closed.
Calendar Duration	Displays the number of calendar days from work order start date to the end date. Note. This option appears for resource-based work orders only.
Estimated Service Days	Displays the total number of service days estimated for the work order. The value can be overwritten and the work order total is recalculated. Note. This option appears for resource-based work orders only.
Utilization %	Enter the percentage of time that the candidate spends in a work week. For example, if the candidate typically works a half day, the utilization would reflect 50%. If the candidate will work 3 days per week, the utilization will reflect 60%. The default value is 100%. Note. This option appears for resource-based work orders only.
Overtime Permitted	Select the check box if overtime is allowed for the work order. Note. This option appears for resource-based work orders only.

Vendor Information

Vendor ID	Enter the vendor ID.
Vendor Loc (vendor location)	Enter the vendor location. If only one location exists for the vendor, it automatically appears on the work order.
Track Resource(s)	Select to track the service provider resources for deliverable-based engagements.

Service Coordinator Information

VMS Supplier(vendor managed service supplier)	View the name of supplier that is managed by a third-party vendor service. Note. This field appears only for work orders that are VMS managed, which is based on the settings for the Business Unit or Service Type.
VMS Location(vendor managed service location)	View the supplier location that is managed by a third-party vendor service. Note. This field appears only for work orders that are VMS managed, which is based on the settings for the Business Unit or Service Type.
Service Coordinator Type	Determines whether an individual service coordinator or a team is responsible for the work order. If the work order is VMS managed, this field is view only.
Service Coordinator	Select the specific individual service coordinator or team assigned to the work order. If the work order is VMS managed, this field is view only.

Links and Other Status Buttons

Links change based on status of a work order.

Manage Service Work Orders	Click to access the Manage Services Work Orders page.
Submit	Click to submit the work order for approval. Note. If the pre-approval logistical tasks aren't complete, an error message appears and the status does not change to Submitted.
Cancel Work Order	Click to cancel the work order. Note. If you cancel the work order, and if the work order is tied to a requisition line, the status of the requisition line is changed to Sourced. Once the status of the requisition line is changed to Sourced, the requisition line is available for resourcing to suppliers.
Close Work Orders	Click to close the work order once the service has been completed. The actual end date is specified when the work order is closed and no time or progress may be entered past this date.
Terminate	Click to terminate the candidate. The work order is terminated prior to the expected date.
Release	Click to release the work order. Once the work order is released, the supplier is notified that he can begin to log time or progress logs. Note. If the post-approval logistical tasks aren't complete, an error message appears and the status does not change to Released.
Finalize	Click to indicate that all time or progress is recorded and invoiced. Any associated purchase order is reconciled with the work order.
Extended Work Order	Click to extend the duration of the work order and track related rate, approval, and logistical task changes. This button appears for resource-based work orders only.
Assign New Resources	Click to assign a different service provider for this work order. This button appears for resource-based work orders only. Depending on the business unit setup, clicking the Assign New Resource button may enable users to choose the option to manually reassign the service provider or go through the fulfillment process. Note. If you want to reassign resources without using sourcing to a specific service provider, the work order has a type of Reassign. If you want to reassign resources using the bid process, it will populate the same work order associated to requisition and will allow you to source it. Source it to different vendor from the original requisition, then submit the bid, accept and fill, and a new work order type of Replace will be created.
Work Order History	Click to track status and approval changes.
Statement of Work	Click to access the Document Attachment page, where you can attach files associated with previously created work orders.
Task Check List	Click to view logistical tasks that are associated with the work order.
Bid Attachments	Click to access the Bid Attachments page, where you upload attachments to bids.
Process Purchase Order	Click to submit the approved work order details to Purchasing application.
View Shifts for Service	Click this link to access the View Shifts for Service inquiry page. This link is available only if the business unit is enabled to use shifts and if there are any valid shifts by service combinations associated with this work order. See Viewing Shifts Associated with Services.
View Assignments for Service	Click this link to access the View Assignments for Service inquiry page. This link is available only if the business unit is enabled to use assignments and if there are any valid assignments by service combinations associated with this work order. See Viewing Assignments Associated with Services.

See Also

Managing Progress Logs

Setting Up Application Specific Options for PeopleSoft Services Procurement

Managing Settlements

Viewing Shifts Associated with Services

Access the View Shifts for Service page.

Use this page to view the shifts that are associated with a specific service.

Important! When a work order is associated to a time template that uses a 24-hour clock and the Derive Shifts from Time of Day option is selected, the start and end times that appear on this page are the start and end times from the time template rather than from the Shifts by Service definition because the time template information takes precedence.

Viewing Assignments Associated with Services

Access the Assignments for Services page.

Use this page to view the assignments that are associated with a specific service.

Viewing Work Order Cost Information

Access the Work Order - Cost page.

If you select the Use Pay Types check box on the Services Procurement Business Unit Options page and if the service method is Resource, then, the system displays the Rate Breakdown group box. Rate breakdowns are not used for work orders when the service method is Deliverable.

If you create a manual work order and rate sheet information is defined, rate breakdown and expense information defaults from the associated rate sheet.

Note. User role actions determine which users can view rate breakdown information.

Note. Manual work orders created by a requester are routed to the Service Coordinator for rate definition prior to approval if the rate definition for the Business Unit is set to not allow rate definition for the Requester.

Cost Details

Currency Code	Displays the currency code associated with the work order.
Exchange Rate Detail	Click the Exchange Rate Detail link for currency and exchange rate information.
Allow Expenses	Select to report expenses for work orders.
Display in Work Order Currency and Display in Base Currency	Toggle between Work Order and base currency. Select Display in Work Order Currency to view the currency code and rate in the work order currency. Select Display in Base Currency to view the currency code and rate in base currency.

Rate Details

Pay Rate	Enter or view the amount that is paid to the service provider. Note. This option appears when the pay types option is enabled on the Services Procurement Installation Options page.
Fixed Cost	Enter or view additional amounts that are used to cover fixed costs of the supplier related to providing the service. Note. This option appears when the pay types option is enabled on the Services Procurement Installation Options page.
Vendor Markup	Enter or view markups charged by the supplier for providing the resources to perform the service. Note. This option appears when the pay types option is enabled on the Services Procurement Installation Options page.
Third Party Markup	Enter or view additional markups that are charged when the supplier secures resources from a subcontractor. Note. This option appears when the pay types option is enabled on the Services Procurement Installation Options page.
Total Markup Rate	Displays the total markup rate. The system adds the Pay Rate, Fixed Cost, Vendor Markup, and Third Party Markup fields to determine this value. Note. This option appears when the pay types option is enabled on the Services Procurement Installation Options page.
Rate	Enter the rate of pay associated with the work order when pay types are not enabled. You can view the rate of pay when pay types are enabled. Modifications to the rate amount are validated against rate sheets defined for the project role and region. If you enter a rate amount that is out of tolerance withe rate sheet, you receive either an error or a warning message.
	Click to enter effective dated rate. When time is logged against the work order, the rate effective for the time period is used to calculate the timesheet amount. Note. When a requisition is filled and a work order is created, there may be two entries in the effective-dated rate. The first entry is for the requisition rate and the second rate is the filled rate. This provides visibility of the rate history and enables comparison. Note. If the rate is increased, the work order amount may be consumed at a quicker rate. An extension may need to be created if the amount is consumed before completion of the work order.
UOM (unit of measure)	Enter the unit of measure associated to the defined rate, or select a unit of measure from the list of available values.
Expense Rate	Enter the rate allowed for expenses.

Amount Details

Labor Amount	Displays the total amount calculated for labor. It does not include any tax values and is updated when a new time report is entered.
VMS Fee(vendor managed service fee)	Displays the total amount calculated for the vendor managed services fees. Note. This value only appears for work orders that are VMS managed.
Loaded Amount	Displays the sum of the labor amount and the VMS fee.
Expense Amount	Displays the total amount of expense calculated for the work order. The system calculates the expense amount as the work order rate multiplied by the work order duration.
WO Amount(work order amount)	Displays the total amount for the work order, including labor, expense, and any applicable VMS markup.

Note. You can edit the Expense Rate, UOM, and Amount fields only if the requisition is not associated with a work order. If the requisition is associated with a work order, the values appear by default from the requisition and can only be viewed.

Note. The work order total calculation does not include any amounts for shift or assignment pay.

SUT Information (sales and use tax information) and VAT Information (value-added tax information)

Tax Applicability	Displays sales and use tax applicability for this work order.
Sales/Use Tax % (sale and use tax percent)	Displays the total SUT percentage.
Sales Tax Amount	Displays the total taxable amount.
VAT Percent	Displays the total percentage for all VAT authorities included for the VAT code.
VAT Entity	Displays the entity in the organization that reports VAT. The VAT entity is determined from the PeopleSoft General Ledger business unit associated with the PeopleSoft Purchasing business unit. If an entry exists for the PeopleSoft General Ledger business unit, then VAT calculations are performed on the work order. If not, VAT fields are hidden on the work order.
VAT Amount	Displays the VAT amount charged in the transaction line currency.

Time Reporting Information

Time Reporting Option	The time reporting option indicates whether actual allocation or percentage allocation is used for recording time against the work order. If actual allocation is selected, the service provider must specify which ChartField distribution line the time is associated with. If percentage allocation is selected, time is prorated automatically across all ChartField distribution lines based on the percentage of the work order labor total for each line.
Time Template History	Click to access the Services Work Order Template History page, where you can view the history of the time template.
Activities	Click to access the Activities page, where you can view activities associated with the work order.

See Managing Time in PeopleSoft Services Procurement.

Accounting Distribution Information

Use this section to enter and review distribution information.

Note. If the work order is linked to a requisition, all distribution information defaults from the requisition. You can override the distribution information here.

Note. In the case of multi-position requisitions, work order distribution amounts are recalculated to prorate the amounts for a single position, which is based on the percentage defined on each distribution line on the requisition.

Purchase Order Information

Click to access the purchase order generated for the work order.

The purchase order must be approved, budget checked (if Commitment Control is enabled), have valid doc tolerance, and must be dispatched before releasing the work order.

Note. If the pre-approval logistical tasks aren't complete, an error message appears and the status does not change to Submitted.

Process PO (process purchase order)

Click to populate the purchase order staging tables.

Note. This button appears only if purchase orders are integrated with work orders.

Quick Source

Click to access the Requisition Sourcer run control page, where you can automatically build a purchase order.

Note. This option does not appear before a work order is approved or after the work order is released.

Viewing Work Order Consumption Information

Access the Work Order - Consumption page.

Note. This page only appears when the work order is released.

Billable Amount

Displays the total billable amount service providers reported against a particular work order. It does not include any tax values and is updated when a new time report is entered.

This amount reflects any shift or assignment pay.

Note. These fields appear once the work order is released and time and expense sheets have been logged.

Viewing Work Order Approvals and Alerts

Access the Work Order - Approvals and Alerts page.

Time Approver

This field appears for resource-based work orders. Select the name of the person who approves timesheets associated with the work order. The value appears by default from the requester or service coordinator defaults. The lookup contains all users with a role associated to the role action SP_TIME_APPROVER.

Progress Log Approver

This field appears for deliverable-based work orders. Select the name of the person who approves progress logs associated with the work order. The value appears by default from the requester or service coordinator defaults. The lookup contains all users with a role associated to the role action SP_PLOG_APPROVER.

Expense Approver

This field appears when expenses are allowed for the work order. Select the name of the person who approves expenses associated with the work order. The value appears by default from the requester or service coordinator defaults. The lookup contains all users with a role associated to the role action SP_EXP_APPROVER.

Invoice Approver

Enter the name of the person responsible for approving the invoices associated with this work order. The value appears by default from the requester or service coordinator defaults. The lookup contains all users with the role action SP_INVOICE_APPROVER.

Supplier Invoice Approver

This field appears if the selected supplier is set to approve invoices. Enter the name of the supplier user responsible for approving the invoices associated with this work order. This field defaults to the service provider contact for work orders that are not VMS managed, and to the service coordinator or team member with role actionSP_SPLR_INV_APPROVER for work orders that are VMS managed. If the invoice is not VMS managed, the lookup contains all service provider contacts for the supplier with the appropriate role action. If the invoice is VMS managed, the lookup contains all service coordinators for the VMS supplier.

If this option is selected after work orders have already been opened for the supplier, then the Supplier Invoice Approver name on these work orders will be missing. Therefore, the system issues a warning whenever this option is selected to remind the user to review all open work orders for this supplier and to assign a supplier invoice approver.

If the Supplier Invoice Approver is missing on any work orders, invoicing will bypass submitting the invoice to suppliers for approval even though this option is selected to Include in Invoice Approval.

Using Work Order Alerts

This default value comes from the Service Requester Defaults, Service Coordinator Defaults, Service Type, or Business Unit—in that order. Select Yes if you want alert notifications to be generated for the triggers entered in the Work Order Alerts grid. Select No if no work alerts are needed.

Alert Notification Method

This default value comes from the Service Requester Defaults, Service Coordinator Defaults, Service Type or Business Unit—in that order. Select if you wish alert notifications to be generated for the triggers entered in the Work Order Alerts grid. Specify if the alerts should be Worklist entries only or both Worklist and Email.

Alert Description

Enter a brief description for the work order alert notification. Alert information defaults from requester or service coordinator default information, service type, or business unit.

Alert Value

Enter a value to determine when the work order event triggers.

Note. This value is represented in days and percent.

For example, if you create a work order alert description of “Consumption 80%, the alert value will be “80”. When the system reaches an 80% consumption rate, the work order event triggers. As well, if you create a work order alert description of Work Order End - 10, the alert value will be “10,” to indicate that the work order will trigger 10 days before the work order projected end.

Alert Type

Select the type of alert that the system uses to trigger the work order notification. Values are:

Days Before: Indicates the number of days before a specific event.

Days After: Indicates the number of days after a specific event.

Percent Consumption: Indicates a percent that must be reached in order for a work order event to trigger.

Note. The Alert Type and Alert Value fields work in combination together.

Triggering Event

Select to indicate the trigger for the when the work order notification. For the Days Before alert type, the valid triggering events are Actual End Date, Projected Start Date, and Projected End Date. For the Days After alert type, the valid triggering events are Actual Start Date, Actual End Date, Approval Date, Cancel Date, Closed Date, Entered Date, Projected End Date, Projected Start Date, Released Date, and Terminated Date. For Alert Types or Days Before or Days After, the triggering event is used in conjunction with the alert value to determine when the alert is sent.

Role Distribution List

Select the list of users that will receive the work order notification.

See Defining Role Distribution Lists.

See Also

Defining Work Order Settings

Viewing Work Order Survey Information

Access the Work Order - Surveys page.

See Editing and Submitting Work Order Surveys.

Creating Purchase Orders with the Quick Sourcer

If you are creating a purchase order for a work order, you must use the link on the work order page.

Note. You cannot release a work order without creating and dispatching the purchase order first.

This section discusses how to:

Enter parameters for the AutoSelect Requisitions process (PO_REQSORC).
Enter parameters for the PO Calculations (purchase order calculations) process (PO_POCALC) and the Create Purchase Order process (PO_CREATE).

Understanding the Quick Sourcer Process

The Quick Sourcer process combines the following PeopleSoft Purchasing processes:

Process	Description
AutoSelect Requisitions process	Applies the priority one vendor to each requisition line.
PO Calculations process	Verifies that the requisition has been completely filled from inventory stock. If it has not, the process passes the remaining quantity that is needed to the Create Purchase Order process. This is not applicable to services since they cannot be filled from inventory
Create Purchase Order process	Creates a purchase order for requisition quantities that were not filled by the Build Inventory process. You can set up the system so that if there is not enough inventory stock, an MSR is issued for part, and a purchase order is created for the remaining quantity that is needed. For services, there will never be anything filled from the build inventory process

Pages Used to Create Purchase Orders with the Quick Sourcer

Page Name	Object Name	Navigation	Usage
Quick Sourcer - Autosource Parameters	PV_RUN_REQSORC_1	Click the Quick Source link on the Work Order - Cost page.	Enter parameters for the AutoSelect Requisitions process.
Quick Sourcer - Purchase Order Values	PV_RUN_REQSORC_2	Click the Purchase Order Values link on the Quick Sourcer - Autosource Parameters page.	Enter parameters for the PO Calculations process and the Create Purchase Order process.

See Also

Using Purchase Order Sourcing

Entering Parameters for the AutoSelect Requisitions Process

Access the Quick Sourcer - Autosource Parameters page.

The values for the parameters are filled in automatically if you run the process from the link on the work order page.

Request Type	Displays Purch Ord as the requisition type by default.
Item ID Required	Displays a check box that is clear, because work orders do not have an item ID.
From Business Unit and To Business Unit	Displays the work order business unit by default.
Work Order ID	Displays the work order ID by default.
Vendor	Displays the work order vendor by default.
From Requisition IDand To Requisition ID	Displays the work order requisition ID by default, if the work order is linked to a requisition.

Entering Parameters for the PO Calculations and Create Purchase Order Processes

Access the Quick Sourcer - Purchase Order Values page.

Buyer	Displays the buyer defined on the procurement user defaults.
Consolidation Method	Determines whether purchase orders are consolidated by business unit, vendor, and buyer (select B) or by business unit and vendor only (select V) The consolidation method applies only to staged rows that are identified for consolidation.
Pre-Approve Vendor	Select to approve the vendor that the PO_POCALC process selects automatically. You can run the PO Calculations process and the Create PO process as a unit, without having to approve the vendors. Appears selected by default. For services the vendor is the supplier from the work order
Build PO's as Approved	Select to create POs with an Approved status when you run the Create PO process. If you select this option, the process examines auto approval criteria set at the business unit level. Appears selected by default.
Expedite Staged POs	Select to source all requisitions that are located in the staging table. Appears selected by default.
Hold from Further Processing	Select to place the resultant purchase orders on hold and prevent further processing.
Calculate PO Line Numbers	Select to ignore staged entry line numbers when the Create PO process creates new purchase orders and assigns sequential line numbers, beginning with 1. If you do not select this option, the performance is faster, but you might have purchase orders with nonsequential line numbers that do not begin with 1. Appears selected by default.
Allow Dispatch When Approved	Select to make the resultant purchase orders eligible for dispatch. Appears selected by default.

See Also

Using Purchase Order Sourcing

Managing Purchase Orders

Access the Manage Purchase Orders page.

Use this page to run budget checking (if commitment control is enabled for PeopleSoft Purchasing), check doc tolerance, and dispatch purchase orders.

Note. You can edit the sales and use tax information only if purchase orders are not integrated with work orders

Budget Check

Click the Budget Check button to run budget checking for this purchase order. This button is available if commitment control is enabled for PeopleSoft Purchasing.

Note. When Commitment Control is enabled, the services coordinator cannot offer the position or manually release the work order until the requisition has been budget checked

Doc Tol Status(document tolerance status)

If document tolerance checking is enabled, the system displays the document tolerance status. The system runs the Document Tolerance process (before budget checking) when you click the Budget Check button, or you can run the process separately. Document tolerance checks the change in percentage or a fixed dollar amount between the purchase order and requisition at the ChartField distribution level. Values are:

V (valid): The purchase order has passed document tolerance checking.
N (not checked): The purchase order requires document tolerance checking.

If any amounts, quantities, or ChartFields are modified after the document tolerance is checked, the system resets the document tolerance status to Not Checked.
E (error): Exceptions were generated for the purchase order during document tolerance checking.

You can override document tolerance exceptions on the Document Tolerance Exception page.

Dispatch

Click the Dispatch button to dispatch the purchase order.

Note. The purchase order must be dispatched before the work order can be released.

Closing Services Purchase Orders

This section discusses how to close services purchase orders.

Page Used to Close Services Purchase Orders

Page Name	Object Name	Navigation	Usage
Close PO	RUN_PORECON	Services Procurement, Reconciliations, Close Purchase Orders	Close all qualified services purchase orders by running the Close Purchase Order (PO_POREP) process, and generate the Purchase Order Reconciliation report.

Closing Services Purchase Orders

Access the Close PO page.

Use the Close PO page to close qualified purchase orders to generate the Close Purchase Order Report.

See Using the Purchase Order Reconciliation Workbench.

See Also

PeopleSoft Services Procurement Reports

Managing Work Order Sourcing and Assigning New Resources

This section discusses how to:

Source work orders.
Manage work order sourcing review.

Pages Used to Manage Work Order Sourcing and Assign New Resources

Page Name	Object Name	Navigation	Usage
Manage Services Work Orders	SPF_WORDER_ROSTER	Services Procurement, Manage Services Work Orders	Add and maintain work orders.
Work Order Sourcing	SPF_SRC_MNG_WO_PG	Services Procurement, Review and Source Work Orders	View all work orders that are eligible for work order sourcing and review work orders that were already sourced.
Manage Work Order Sourcing Review	SPF_SOURCE_REVIEW	Click the Work Order Sourcing Review link on the Manage Services Work Order page.	Review the details of work orders that were sourced to suppliers.
Manage Work Order Sourcing - Work Order History	SPF_WO_SRC_HIST	Click the Sourcing History button on the Manage Work Order Sourcing Review page.	View the history of work orders that were sourced to suppliers.
Supplier Replacement Sourcing Review	SPF_SOUR_RVW_WO_SP	Services Procurement Review Replacement, Submit Bids (must be logged in as a supplier)	Review incoming replacements and submit candidates.

Sourcing Work Orders

Access the Work Order Sourcing page.

Replacement Start Date

Enter the expected start date for the new service provider replacement work order.

Replacement End Date

Enter the end date for the new service provider replacement work order.

Re Assign

Click to access the Re Assign Requisition Line page, where you can select the work order that is being replaced if the replacement originated from the requisition line rather than from the work order page. If there are multiple work orders associated to the requisition line, the select the one that is being replaced.

Note. The information on this page is display only, if the replacement originated from a work order

Managing Work Order Sourcing Review

Access the Manage Work Order Sourcing Review page.

Note. By selecting the mandatory sourcing option on the Services Procurement Business Unit page, service coordinators must use this sourcing process to establish work order replacements for service providers.

Assign New Resources

Click this link to access the Replace Service Provider page, where you can reassign work order resources to a new service provider.

Viewing the Service Provider Assignment

This section discusses how to view the service provider assignments.

Pages Used to View the Service Provider Assignments

Page Name	Object Name	Navigation	Usage
Service Provider Assignments	SPF_WO_SP_LIST	Services Procurement, Service Provider Assignments	View a list of service providers assignments.
Service Provider - Details	SPF_WORDER_DETAIL	Click the Work Order ID link on the Service Provider List page.	View the work order details for a particular service provider.

Viewing the Service Provider List

Access the Service Provider List page.

Use this page to search the service provider list based on Work Order ID, Service Provider, and Start date.

Work Order ID

Click to access the Service Provider - Details page, where you can view work order details for a specific service provider.

Viewing Logistical Tasks

This section provides an overview of the logistical task flow and discusses how to view logistical tasks.

Logistical Task Flow

Logistical tasks are administrative tasks that need to be executed and approved before a work order is released. Logistical tasks include both pre-approval and postapproval executions. Pre-approval tasks must be completed before the work order is approved. For example, a pre-approval logistical task might include assigning a new badge or ordering a new laptop. Postapproval tasks, on the other hand, must be completed before a work order is released to a service provider. For example, postapproval logistical tasks might include scheduling orientation or setting up the service provider email account.

Here is the basic flow of logistical tasks:

Create a service work order.
View the logistical task checklist.

Once pre-approval tasks are complete, select the Execution Complete check box.
Submit the work order for approval.

Once an open work order is submitted for approval, the system automatically checks for all pre-approval logistical tasks that are assigned to that work order. You must complete all pre-approval tasks before submitting the work order for approval.
Release the work order to the service provider.

Once the work order is released to the service provider, the system automatically checks for all postapproval logistical tasks that are assigned to that work order. You must complete all mandatory post-approval tasks before releasing the work order. Automatic post-approval tasks will be marked as Completed.

Once the work order is released to the service provider, the service provider can use it to log time and expense.
Terminate the work order. (optional)

Once the termination process is initiated, notification is sent for any termination logistical tasks associated to the work order. The termination can not be completed until the termination tasks are marked completed.

See Also

Maintain Logistical Tasks

Pages Used to View Logistical Tasks

Page Name	Object Name	Navigation	Usage
Manage Services Work Orders	SPF_WORDER_ROSTER	Services Procurement, Manage Services Work Orders	Add and maintain work orders.
View Task Checklist	SPF_WO_TASK_CHKLST	Click the View Logistical Task List button on the Manage Services Work Order page.	View logistical tasks.
View Task Detail	SPF_WO_VIEW_TASKDT	Click the Task Description link under the Task Details group box.	View details of your logistical task.

Viewing a Task Checklist

Access the View Task Checklist page

Task Description

Click to access the View Task Details page, where you can view the task details associated with the work order.

Group Name

The system displays the task group to which the task has been assigned.

Assigned - To

Displays the requester or approver to whom the task has been assigned.

Notify

Select to send an email message to the person to whom the task is assigned.

Notify Date

The system displays the date that the notification email was sent to person to whom the task is assigned

Execution Complete

Select when the logistical task is complete.

Task Completion Date

The system displays the date that the logistical task was performed.

Execution Type

The system displays Mandatory, Automatic, or Optional.

Viewing VAT and SUT Information

This section discusses how to:

View work order VAT.
View work order sales and use tax information.

Pages Used to View VAT and SUT Information

Page Name	Object Name	Navigation	Usage
Work Order VAT	SPF_WO_VAT	Click the VAT/Intrastat button on the Work Order - Cost page.	View VAT locations and defaults. Note. VAT defaults can be edited if purchase orders are not integrated with work orders.
Work Order Sales/Use Tax Information	SPF_WO_SUT	Click the Sales/Use Tax button on the Work Order - Cost page.	View sales and use tax information. Note. Sales and use tax information can be edited if purchase orders are not integrated with work orders.

Page Name

Object Name

Navigation

Usage

Work Order VAT

SPF_WO_VAT

Click the VAT/Intrastat button on the Work Order - Cost page.

View VAT locations and defaults.

Note. VAT defaults can be edited if purchase orders are not integrated with work orders.

Work Order Sales/Use Tax Information

SPF_WO_SUT

Click the Sales/Use Tax button on the Work Order - Cost page.

View sales and use tax information.

Note. Sales and use tax information can be edited if purchase orders are not integrated with work orders.

Viewing Work Order VAT

Access the Work Order VAT page.

Use this page to review the VAT that appears by default for the work order. If the VAT information needs to be updated, update it on the generated purchase order before releasing the work order. Upon releasing the work order, the purchase order VAT information is copied on the work order where it is view only.

Note. You can edit the VAT defaults only if purchase orders are not integrated with work orders

Note. Because complex algorithms are used to obtain the VAT defaults, avoid manually changing these values as far as possible.

Return to Services Work Order	Click to return to the Services Work Order page.
Expand All Sections	Click the expand button to scroll to and access every section on the page. You can also expand one or more sections by clicking the arrow next to the section's name.
Collapse All Sections	Click to collapse all sections that display only the header information. If you expand one or more sections, you can click the arrow next to the section's name to collapse the section.
Physical Nature	Indicates whether an object is a good or a service. Many countries are required to report the sale and purchase of goods separately from services. Note. Because these are service work orders, physical nature should always be Services, and you won't need to change it.

VAT Locations

Location Country	Displays the PeopleSoft Purchasing business unit bill to location country.
Location State	Displays the PeopleSoft Purchasing business unit bill to location state.
Vendor Location Country	Displays the vendor's order from location country.
Vendor Location State	Displays the vendor's order from location state.
Service Performed Country	Depending on the services performed option setting in the PeopleSoft Purchasing defaulting hierarchy (for example on the vendor or business unit), here are some ways in which the system can set the value for this field: If the option specifies the ship from location, this field is set to the vendor's ship from location country If the option specifies the ship to location, this field is set to the ship to location country. If the option specifies the buyer's location, this field is set to the PeopleSoft Purchasing business unit bill to location country. If the option specifies the suppliers location, this field is set to the vendor's order from location country.
Service Performed State	This value appears only if the Service Performed Country requires that VAT be tracked by state or province. Depending on the services performed setting in the PeopleSoft Purchasing default hierarchy (for example on the vendor or business unit), the system sets the following values for this field: If services performed specifies the ship from location, this field is set to the vendor's ship from location state. If services performed specifies the ship to location, this field is set to the ship to location state. If services performed specifies the buyer's location, this field is set to the PeopleSoft Purchasing business unit bill to location state. If services performed specifies the suppliers location, this field is set to the vendor's order from location state.
Ship From Country	Displays the vendor's ship from location country. In the case of transactions involving goods or freight service transactions, this is used to determine the VAT treatment.
Ship From State	If the ship to country is defined as tracking VAT by state and province, it displays the vendor's ship from location state. In the case of transactions involving goods or freight service transactions, this is used to determine the VAT treatment.
Ship To Country	Displays the ship to location country. In the case of transactions involving goods or freight service transactions, this is used to determine the VAT treatment.
Ship To State	If the ship to country is defined as tracking VAT by state and province, the system displays the ship to location state. In the case of transactions involving goods or freight service transactions, this is used to determine the VAT treatment.

Reviewing VAT Defaults

Use this group box to view VAT defaults. You can only update VAT defaults if purchase orders are not integrated with work orders.

Service Type	The system displays the VAT service type of Freight or Other. The value in this field determines whether or not the special rules for freight transport within the European Union apply.
Place of Supply Driver	Displays the usual place of supply ( the place where VAT is usually liable) for the service. This value is used to help determine the place of supply country and the VAT treatment. Values are Buyer's Countries, Supplier's Countries or Where Physically Performed.
Reporting Country	Displays the country for which this VAT is to be reported. This is the VAT entity and VAT registration country that determines many of the VAT defaults.
Defaulting State	If the reporting country requires that VAT be tracked by state or province, this field displays the state within the reporting country that is used to retrieve values from the VAT Defaults table.
Vendor Registration Country and Vendor Registration ID	Displays the registration country and ID of the vendor.
Exception Type	Displays the exception granted to the VAT entity. Values are None, Exonerated, or Suspended. This value is specified on the VAT entity registration.
Certificate ID	If applicable, displays the ID of the VAT exception certificate that may have been issued to the VAT entity.
Calculate at Gross or Net	Indicates how VAT is calculated. The default value comes from the VAT entity driver. Values are: Gross: The system calculates VAT before it applies any early payment discounts. Net: The system calculates VAT after it deducts early payment discounts. If there are two percentage discounts, the system uses the larger of the two when it calculates VAT. The system does not use discount amounts, only discount percentages.
Recalculate at Payment	Select this check box to enable the recalculation of VAT at payment time to allow for any early payment discounts, if you are calculating VAT at gross. This causes the system to adjust the VAT amount at the time of payment if the discount has been taken. This is set on the VAT entity driver.
Declaration Point	For a good or a service, displays when you want VAT transaction information to be recognized for reporting purposes. Values are: Invoice: VAT is recognized at time of invoice. Payment: VAT is recognized at time of payment. Delivery: VAT is recognized on delivery. This value may be set at four levels in the VAT hierarchy: VAT entity registration, purchase order options, vendor, and vendor location.
VAT Rounding Rule	Displays the VAT rounding rule. The default value comes from the VAT country, VAT entity registration, vendor, or vendor location driver. Values are: Natural Round: Amounts are rounded normally (up or down) to the precision specified for the currency code. For example, for a currency defined with two decimal places, 157.4659 would round up to 157.47, but 157.4649 would round down to 157.46. Round Down: Amounts are rounded down. For example, for a currency defined with two decimal places, 157.4699 would round down to 157.46. Round Up: Amounts are rounded up with a rounding precision to one additional decimal place. For example, for a currency defined with 2 decimal places, 157.4659 would round up to 157.47, but 157.4609 would round down to 157.46.
Use Type	Determines the split between recoverable (taxable) and nonrecoverable (nontaxable) VAT. For the Canadian public sector, the use type also determines the rebate of the nonrecoverable VAT. VAT rebates are calculated based on statutory rebate rates that are established for each public service body. The value comes from the VAT defaulting hierarchy, from the item, item business unit, item category, vendor location, vendor, or purchasing options.
Include Freight	If selected, the system includes any freight amounts in the VAT basis by calculating VAT on the merchandise amount, plus any freight amount. This option is only available for exclusive VAT calculation. The value comes from the VAT entity registration driver.
Include Miscellaneous	If selected, the system includes any miscellaneous charge amounts in the VAT basis by calculating VAT on the merchandise amount, plus any miscellaneous charge amount. This option is only available for exclusive VAT calculation. The value comes from the VAT entity registration driver.
Place of Supply Country	For services, displays the country in which the VAT is liable. The default value comes from a complex algorithm.
Treatment	Displays the VAT treatment, based on a complex algorithm. Values are: Domestic Goods Purchase: If the ship from and ship to countries are the same, and the vendor is registered for VAT, the transaction is treated as domestic. Domestic Services Purchase: If the buyer and seller are both located in the country where the VAT is liable, the transaction is treated as domestic. EU Goods Purchase: If the ship from and ship to countries are different, the system determines whether both countries are located within the European Union. If so, the system looks at the VAT registration for each trading partner to determine whether the transaction should be treated as an intra-EU purchase, domestic, or outside the scope of VAT. EU Services Purchase: If each trading partner is located and registered in different EU countries, and the VAT on a service is liable in the buyer's country, the transaction is treated as a self-assessed EU services purchase. Self-Assess Goods Import: If the ship from country is different from the ship to country and either or both of the countries are located outside of the European Union, and the vendor is not registered in the ship to country, the transaction would be treated as an import. If the option on the entry in the VAT Country table for the VAT reporting country indicates that VAT on imports should be self-assessed, the transaction is treated as a self-assess goods import, and both input and output VAT are recorded. Self-Assess Services Import: If each trading partner is located and registered in different countries, and the VAT on a service is liable in the buyer's country, the transaction is treated as a self-assessed services import. Zero-rated Goods Import: If the ship from country is different from the ship to country and either or both of the countries are located outside of the European Union, and the vendor is not registered in the ship to country, the transaction would be treated as an import. If the option on the entry in the VAT Country table for the VAT reporting country indicates that only input VAT should be recorded on imports, the transaction is treated as a zero-rated goods import. Outside of Scope: If the supplier is not registered for VAT, or if the VAT is liable in a country other than the VAT reporting country, the transaction is treated as outside the scope of VAT. No VAT Processing: For transactions where the physical nature is goods, if the ship to country has not been defined as a VAT country and the VAT reporting country on the transaction is blank, no VAT information is recorded. Within PeopleSoft, detail VAT treatment values on the transaction lines are used for applying the precise defaults applicable to the transaction lines. The treatment is determined based the rules applicable to the transaction.
Applicability	Displays the VAT status, which comes from an algorithm. Values are: Taxable Exempt (not subject to VAT) Outside of Scope of VAT Suspended Exonerated
Record Output VAT	Selection of this check box enables entry of vouchers where VAT is not included on the invoice but is payable to the VAT authority rather than the vendor. In this case, you are accounting for both input and output VAT for the purchase. This is the case for an intra-EU acquisition or when you must account for output VAT on a service supplied by a foreign supplier. This is also referred to as self-assessing for VAT. The value comes from an algorithm that uses the treatment and applicability to retrieve the applicable value from the VAT system setup data that PeopleSoft delivers.
VAT Code	Displays the VAT code that defines the rate at which VAT is calculated for this line.
Transaction Type	Displays the code that categorizes and classifies this transaction for VAT reporting and accounting.

Adjust/Reset VAT Defaults

Any changes that you make to fields on this page may affect VAT defaults on this page. For accuracy and consistency, use the following fields to adjust affected VAT defaults or to reset all VAT defaults. Adjusting or resetting VAT defaults only affect fields within the VAT Defaults group box.

Adjust Affected VAT Defaults

Click this button to have the system adjust the VAT defaults that are affected by the changes. All changes that you have made to VAT defaults on this page that affect other VAT defaults on this page are retained.

Click the i button to list the fields to be adjusted.

Note. Always click the Adjust Affected VAT Defaults button after changing any defaults on the VAT page.

Levels

Enables you to specify the levels within the requisition transaction hierarchy to reset when you click the Reset All VAT Defaults button. Values are:

All lower levels: Resets all VAT defaults at lower levels for this page, namely the requisition distribution level.
This and all lower levels: Resets all VAT defaults on this page and at any lower levels of this page.
This level only: Resets all VAT defaults on this page.

Reset All VAT Defaults

Click to have the system reset the VAT defaults based on the levels value that you selected. Any changes that you have previously made to VAT defaults will be lost.

Note. Reset completely redetermines the VAT defaults. This does not necessarily mean they are to be reset to their original values. For example, the user may not have changed any VAT default values, but if a VAT driver field has changed, then clicking Reset redetermines all defaults based on the new driver value.

Viewing Work Order Sales and Use Tax Information

Access the Sales/Use Tax Information for Maintain Services Work Order page.

Use this page to review the sales and use tax information for the work order. If the sales and use tax information must be updated, update it on the generated purchase order before releasing the work order. Upon releasing the work order, the purchase order SUT information is copied onto the work order where it is viewed.

Note. You can edit the sales and use tax information only if purchase orders are not integrated with work orders.

Ultimate Use Code	Enter an ultimate use code to override the default tax rate for a location.
Sales/Use Tax Exception Type and SUT Excptn Cert (SUT exemption certificate)	Defaults from the ship to location for the SUT destination. SUT exception type values include Direct Pay, Exempt/Exonerated, and None.
Calculate SUT(calculate sales and use tax)	Click to calculate the sales and use tax using the changes that you made on the page.

See Calculating Sales and Use Tax in Supply Chain Management.

Calculation Parameters

Include VAT (include value-added tax)

This setting is relevant if each line has separate tax code values for SUT and VAT, in which case it is possible to have both on a given line resulting in a tax-on-tax situation. In these instances, the system calculates VAT, then SUT, either on the net-extended amount for the line or on the sum of the net-extended amount and VAT amount.

If this option is selected, it indicates that the VAT amount needs to be taxed and the system adds the VAT amount to the net-extended amount before calculating SUT.

Note. The Include Vat calculation parameter appears by default from the Ship To Location Sales/Tax setup page.

Work Order ID	Enter the work order ID assigned when the work order was created.
Date From/Through Date	Select a range of creation dates for the requisitions to be retrieved.
	Click to access the Services Work Order History page, where you can view a summary and history of the work order.
	Click to access the Service Work Order - View Task Checklist page, where you can view the logistical tasks for the work order.
	Click to access the Work Order Approval Status page, where you can review the work order approval information.
	Click the Extend Work Order button to extend the duration of the work order contact. Note. Click this button to access the Maintain Services Work Order page, where you can enter a new end date for the work order. Logistical tasks that are associated with the work order type, extension, are associated with the new extended work order. A new purchase order amount associates with the extended work order, which requires additional approval. You can extend resource-based work orders only. Note. This button appears for resource-based work orders only.
	Click the Assign New Resources button to assign a new service provider to the work order either by manually replacing the service provider or going through the fulfillment process Note. Click this button to access the Maintain Services Work Order page, where you can enter a new start date and select a new service provider for the work order. You can assign new resources to resource-based work orders only.

Time Approver	This field appears for resource-based work orders. Select the name of the person who approves timesheets associated with the work order. The value appears by default from the requester or service coordinator defaults. The lookup contains all users with a role associated to the role action SP_TIME_APPROVER.
Progress Log Approver	This field appears for deliverable-based work orders. Select the name of the person who approves progress logs associated with the work order. The value appears by default from the requester or service coordinator defaults. The lookup contains all users with a role associated to the role action SP_PLOG_APPROVER.
Expense Approver	This field appears when expenses are allowed for the work order. Select the name of the person who approves expenses associated with the work order. The value appears by default from the requester or service coordinator defaults. The lookup contains all users with a role associated to the role action SP_EXP_APPROVER.
Invoice Approver	Enter the name of the person responsible for approving the invoices associated with this work order. The value appears by default from the requester or service coordinator defaults. The lookup contains all users with the role action SP_INVOICE_APPROVER.
Supplier Invoice Approver	This field appears if the selected supplier is set to approve invoices. Enter the name of the supplier user responsible for approving the invoices associated with this work order. This field defaults to the service provider contact for work orders that are not VMS managed, and to the service coordinator or team member with role actionSP_SPLR_INV_APPROVER for work orders that are VMS managed. If the invoice is not VMS managed, the lookup contains all service provider contacts for the supplier with the appropriate role action. If the invoice is VMS managed, the lookup contains all service coordinators for the VMS supplier. If this option is selected after work orders have already been opened for the supplier, then the Supplier Invoice Approver name on these work orders will be missing. Therefore, the system issues a warning whenever this option is selected to remind the user to review all open work orders for this supplier and to assign a supplier invoice approver. If the Supplier Invoice Approver is missing on any work orders, invoicing will bypass submitting the invoice to suppliers for approval even though this option is selected to Include in Invoice Approval.
Using Work Order Alerts	This default value comes from the Service Requester Defaults, Service Coordinator Defaults, Service Type, or Business Unit—in that order. Select Yes if you want alert notifications to be generated for the triggers entered in the Work Order Alerts grid. Select No if no work alerts are needed.
Alert Notification Method	This default value comes from the Service Requester Defaults, Service Coordinator Defaults, Service Type or Business Unit—in that order. Select if you wish alert notifications to be generated for the triggers entered in the Work Order Alerts grid. Specify if the alerts should be Worklist entries only or both Worklist and Email.
Alert Description	Enter a brief description for the work order alert notification. Alert information defaults from requester or service coordinator default information, service type, or business unit.
Alert Value	Enter a value to determine when the work order event triggers. Note. This value is represented in days and percent. For example, if you create a work order alert description of “Consumption 80%, the alert value will be “80”. When the system reaches an 80% consumption rate, the work order event triggers. As well, if you create a work order alert description of Work Order End - 10, the alert value will be “10,” to indicate that the work order will trigger 10 days before the work order projected end.
Alert Type	Select the type of alert that the system uses to trigger the work order notification. Values are: Days Before: Indicates the number of days before a specific event. Days After: Indicates the number of days after a specific event. Percent Consumption: Indicates a percent that must be reached in order for a work order event to trigger. Note. The Alert Type and Alert Value fields work in combination together.
Triggering Event	Select to indicate the trigger for the when the work order notification. For the Days Before alert type, the valid triggering events are Actual End Date, Projected Start Date, and Projected End Date. For the Days After alert type, the valid triggering events are Actual Start Date, Actual End Date, Approval Date, Cancel Date, Closed Date, Entered Date, Projected End Date, Projected Start Date, Released Date, and Terminated Date. For Alert Types or Days Before or Days After, the triggering event is used in conjunction with the alert value to determine when the alert is sent.
Role Distribution List	Select the list of users that will receive the work order notification. See Defining Role Distribution Lists.

Task Description	Click to access the View Task Details page, where you can view the task details associated with the work order.
Group Name	The system displays the task group to which the task has been assigned.
Assigned - To	Displays the requester or approver to whom the task has been assigned.
Notify	Select to send an email message to the person to whom the task is assigned.
Notify Date	The system displays the date that the notification email was sent to person to whom the task is assigned
Execution Complete	Select when the logistical task is complete.
Task Completion Date	The system displays the date that the logistical task was performed.
Execution Type	The system displays Mandatory, Automatic, or Optional.