10 Processing Tenant Work Orders

This chapter contains the following topics:

10.1 Understanding Work Order Mass Updates for Tenant Work Orders

The work order mass update process enables you to select and modify multiple work orders at one time. You can use the mass update process for tenant work orders that have a work order type of 10 (tenant) from the Order Type (48/OT) UDC table.

Use the Search for Work Orders program (P48022) to search for and select work orders to modify, and then use the Work Order Mass Update program (P48714) to enter the new values to apply to the selected work orders. Alternatively, you can set up templates in the Work Order Mass Update Template program (P48710) to specify default values for the fields that you want to update. After you enter the new values, you run the Work Order Mass Update batch program (R48714) in draft mode, verify the changes, and then run the R48714 program in final mode to commit the changes to the database.

See "Using the Work Order Mass Update Process" in the JD Edwards EnterpriseOne Applications Work Orders Implementation Guide.

10.1.1 Accessing the Work Order Mass Update Programs

Links to the Work Order Mass Update Template program and the Search for Work Orders program appear on the Tenant Work Orders menu (G1516). You access the Work Order Mass Update interactive program from the Search for Work Orders program, and access the Work Order Mass Update batch program from the Work Order Mass Update interactive program.

You can also access the Search for Work Orders program using an option on the Form menu in the Work With Work Orders program (P48201). The system launches the version of the Search for Work Orders program that you specify in the Work Order Mass Update (P48022) Version processing option in the Work With Work Orders program.

10.1.2 Setting Up Your Real Estate Management Environment to Use the Work Order Mass Update Process

Before you use the work order mass update process, you should set up versions and processing options for the programs used by the process. In addition to the processing options for the Search for Work Orders and Work Order Mass Update programs, the system uses some processing options from the versions of real estate work order management programs that you specify.

This table lists the programs for which you should set up processing options, and describes the processing options from the real estate work order management programs that are used in the work order mass update process.

Note:

This table lists only the programs that have processing options that affect how work orders are processed in the work order mass update process. Set up and specify versions of other applications if you do not want to use default versions. You specify the versions to use in the processing options of the Search for Work Orders program.
Program Processing Options
Search for Work Orders (P48022) You specify the version of this program to use in a processing option in the Work With Work Orders (P48201) program.

The Search for Work Orders program includes processing options in which you specify the versions of the programs to use when you use Form and Row menu options. You must set up versions of those programs if you want to use a version other than the default version noted in the processing option description.

See "Setting Processing Options for Search for Work Orders (P48022)" in the JD Edwards EnterpriseOne Applications Work Orders Implementation Guide.

Work Order Mass Update (P48714) You specify the version of this program to use in the Search for Work Orders program.

See "Setting Processing Options for Work Order Mass Updates (P48714)" in the JD Edwards EnterpriseOne Applications Work Orders Implementation Guide.

Tenant Work Order Entry (P15248) To use a specific version of this program, in the Search for Work Orders program:
  • Enter 4 in the Work Order Revisions Application processing option.

  • Enter 4 (tenant) in the Work Order Type processing option.

  • Enter the version of the Tenant Work Order Entry program to use in the Work Order Revisions Version processing option.

Work With Work Orders (P48201) You can access the work order mass update programs from an option on the Form menu in the Work With Work Orders program.

Set the Work Order Mass Update (P48022) Version processing option in the Work With Work Orders program to use the appropriate version.


10.1.3 Tenant-Specific Work Order Mass Update Functions

You can use the work order mass update process to update manufacturing, tenant, service, and equipment work orders. When working with tenant work orders, you should note the following:

  • Some options available in the work order mass update process are available for only specific work order types.

  • Some actions that you can perform when working with individual tenant work orders are not supported when you work with multiple tenant work orders.

  • Some processing options that you set up in the version of the Tenant Work Order Entry program (P15248) that you use when working with work order mass updates affect the processing of the work order mass updates.

This table lists the functions that are specific to working with tenant work orders, the functions that are not supported when you work with multiple tenant work orders, and the processing logic in the Tenant Work Order Entry program that affects work order mass updates for tenant work orders.

Function Description
Field updates Some fields that appear in tenant work orders are not editable when you work with multiple work orders.

See "Unsupported Fields by Work Order Types" in the JD Edwards EnterpriseOne Applications Work Orders Implementation Guide.

Field-level validations The system uses the same field-level validations for work order mass updates as it uses when you update single work orders. For example, the system retrieves and updates the currency code from the new building when you change the building and currency processing is on.
Validate Tenant Against Lease Master processing option If this processing option is set to validate the tenant against the lease master and the validation fails after you change the value in the Customer field on the Work Order Mass Update form, the system issues an error message and does not process the work order update.
Validate Unit Against Lease Master processing option If this processing option is set to validate the unit against the lease master and the validation fails after you change the value in the Building field on the Work Order Mass Update form, the system issues an error message and does not process the work order update.

10.2 Entering Tenant Work Orders

This section provides an overview of tenant work orders and discusses how to:

  • Set processing options for Tenant Work Order Entry (P48201).

  • Enter tenant work orders.

10.2.1 Understanding Tenant Work Orders

Use various tenant work order programs in the JD Edwards EnterpriseOne Real Estate Management system to enter work orders for managing leasehold improvements as requested by tenants. These tenant work orders identify lease, building, and unit information that is necessary for tracking the completion of tasks. Billable costs in the general ledger, which reference the tenant work order as the subledger, can be processed to accounts receivable through the JD Edwards EnterpriseOne Service Billing system from Oracle.

Use the Tenant Work Order Entry program (P48201) to enter tenant work orders, compare completion to a projected schedule, and track task completion. You must use the Document Type Maintenance program (P40040) to set up the document type for tenant work orders in UDC (user-defined code) table 00/DT.

See Also:

10.2.2 Forms Used to Enter Tenant Work Orders

Form Name Form ID Navigation Usage
Work With Work Orders W48201F Tenant Work Orders (G1516), Tenant Work Order Entry Review and select work orders.
Work Order Revisions W15248A On the Work With Work Orders form, click Add. Enter tenant work orders.

10.2.3 Setting Processing Options for Tenant Work Order Entry (P48201)

Processing options enable you to specify the default processing for programs and reports.

10.2.3.1 Defaults

The system uses the value from the following processing options to search for work orders.

1. From Status Code W.O. (from status code work orders)

Specify a user-defined code from UDC table 00/SS that identifies the beginning status code for a range of work orders.

2. Thru Status Code W.O. (thru status code work orders)

Specify a user-defined code from UDC table 00/SS that identifies the ending status code for a range of work orders.

3. Type - W.O. (type of work order)

Specify a user-defined code from UDC table 00/TY that identifies the classification of work orders or engineering change orders.

4. Document Type

Specify a user-defined code from UDC table 00/DT that identifies the document type.

5. Job or Business Unit

Specify the business unit or job that the system uses to search for work orders.

6. Models

Specify whether the system displays model work orders. Values are:

Blank: Do not display.

1: Display.

7. Originator

Specify the originator of the work order.

8. Customer

Specify the customer of the work order.

9. Manager

Specify the manager of the work order

10. Supervisor

Specify the supervisor of the work order.

10.2.3.2 Categories

1. Phase

Specify a user-defined code from UDC table 00/W1 that identifies the current stage or phase of development for work orders that the system uses to search for work orders.

2. Category Code 02 through 20. Category Code 20

Specify the type or category of work orders that the system uses to search for work orders. Enter a value from UDC table 00/W2 or UDC table 00/W3 through UDC table 00/W0.

10.2.3.3 Versions

1. Work Order Print (R17714) Version

Specify the version of the R17714 program to use when printing work orders. If you leave this processing option blank, the system uses the XJDE0001 version.

2. Equipment Work Order Print (R48425) Version

Specify which version of the R48425 program to use when printing work orders. If you leave this processing option blank, the system uses the XJDE0001 version.

3. Project Work Order Print (R48415) Version

Specify the version of the R48415 program to use when printing project work orders. If you leave this processing option blank, the system uses the XJDE0001 version.

4. Tenant Work Order Print (R15448) Version

Specify the version of the R15448 program to use when printing tenant work orders. If you leave this processing option blank, the system uses the XJDE0001 version.

5. Completed PM (P12071) Version

Specify the version of the P12071 program to use. If you leave this processing option blank, the system uses the ZJDE0001 version.

6. Parts Detail (P17730) Version

Specify the version of the P17730 program to use. If you leave this processing option blank, the system uses the ZJDE0001 version.

7. Labor Detail (P17732) Version

Specify the version of the P17732 program to use. If you leave this processing option blank, the system uses the ZJDE0001 version.

8. Inventory Issues (P31113) Version

Specify the version of the P31113 program to use. If you leave this processing option blank, the system uses the ZJDE0001 version.

9. Time Entry (P311221) Version (S/WM Only)

Specify the version of the P311221 program to use. If you leave this processing option blank, the system uses the ZJDE0001 version.

10. Work With Returned Material Authorization (P40051) Version (S/WM Only)

Specify the version of the P40051 program to use. If you leave this processing option blank, the system uses the ZJDE0001 version.

11. Open Purchase Order (P4310) Version

Specify the version of the P4310 program to use. If you leave this processing option blank, the system uses the ZJDE0011 version.

12. Returned Material Authorization Revisions (P400511) Version (S/WM Only)

Specify the version of the P400511 program to use. If you leave this processing option blank, the system uses the ZJDE0001 version.

13. On Line Work Order Quote (P17717) Version (S/WM Only)

Specify the version of the P17717 program to use. If you leave this processing option blank, the system uses the ZJDE0001 version.

14. Time Entry By Employee (P051121) Version

Specify the version of P051121 program to use. If you leave this processing option blank, the system uses the ZJDE0001 version.

15. Work with Failure Analysis (P17766) Version

Specify the version of the P17766 program to use. If you leave this processing option blank, the system uses the ZJDE0001 version.

16. Failure Analysis (P17767) Version

Specify the version of the P17767 program to use. If you leave this processing option blank, the system uses the ZJDE0001 version.

17. Supplier Recovery Generation (R1776) Version

Specify the version of the R1776 program to use to generate a supplier recovery claim from a work order. If you leave this processing option blank, the system uses the XJDE0001 version.

18. Status History (P1307) Version

Specify the version of the P1307 program to use. If you leave this processing option blank, the system uses the ZJDE0001 version.

19. Work with Equipment Work Orders (P13220) Version

Specify the version of the P13220 program to use. If you leave this processing option blank, the system uses the XJDE0001 version.

20. Work Order Cost (P48211) Version

Specify the version of the P48211 program to use when you review the cost of an order. If you leave this processing option blank, the system uses the XJDE0001 version.

21. Resource Assignment (P48331) Version

Specify the version of the P48331 program to use. If you leave this processing option blank, the system uses the ZJDE0001 version.

22. Quick Customer/Contact Add (P01015) Version

Specify the version of the P01015 program to use. If you leave this processing option blank, the system uses the ZJDE0001 version.

23. Equipment Search/Select (P17012S) Version

Specify the version of the P17012S program to use. If you leave this processing option blank, the system uses version ZJDE0001.

10.2.3.4 WO Entry

1. Work Order Entry Program

Specify which program the system uses for work order entry and printing when you create or select a work order. Values are:

1: Work Order Revisions (P17714).

2: Project Task Details (P48014).

3: Tenant Work Order Entry (P15248).

2. Work Order Entry Version

Specify the version for the selected work order entry program. If you leave this processing option blank, the system uses the ZJDE0001 version.

10.2.3.5 Process

1. Priority

Specify whether the system applies a contrasting color to the Priority field within the detail area. Values are:

Blank: Do not apply.

1: Apply.

Note:

Colors for the Priority field are hard-coded by the Special Handling field in UDC table 00/PR.
2. Customer Self-Service Functionality

Specify whether the system activates customer self-service functionality. Values are:

Blank: Do not activate.

1: Activate customer self-service functionality for Java from Sun Microsystems, Inc. and HTML.

2: Activate customer self-service functionality for Microsoft Windows.

10.2.4 Entering Tenant Work Orders

Access the Work Order Revisions form.

10.2.4.1 Header Area

Order Number

Enter the work order number. If you leave this field blank, the system assigns the order number from the Next Numbers Revisions program (P0002).

10.2.4.2 General

Status Comment

Enter a brief description to explain the status of the work order.

Search X-Ref (search cross-reference)

Enter the alphanumeric value used as a cross-reference or secondary reference number. Typically, this value is the customer number, supplier number, or job number.

W.O. Status (work order status)

Enter a user-defined code from UDC table 00/SS that describes the status of a work order, rate schedule, or engineering change order. Any status change from 90 through 99 triggers the system to automatically update the completion date.

Type

Enter a user-defined code from UDC table 00/TY that indicates the classification of a work order or engineering change order.

You can use work order type as a selection criterion for work order approvals.

Priority

Enter a user-defined code from UDC table 00/PR that indicates the relative priority of a work order or engineering change order in relation to other orders.

You can set the Priority to enter a default value for this field. You can either accept or override the default value.

Std Desc (standard description)

Enter a user-defined code from UDC table 48/SN that is assigned to a standard note, message, or general narrative explanation. You can use this code to add instructional information to a work order. You set up codes for this field in the Generic Message/Rate Types table (F00191).

Flash Message

Enter a user-defined code from UDC table 00/WM that indicates a change in the status of a work order. The system indicates a changed work order with an asterisk in the appropriate report or inquiry form field. The system highlights the flash message in the Description field of the work order.

Parent Number

Enter the number that identifies the parent work order. You can use this number to group work orders for project setup and reporting, or you can enter default values, such as Type, Priority, Status, and Manager, for new work orders.

Charge to BU (charge to business unit)

Enter the business unit that identifies the building or property.

Cost Code

Enter the cost code. A subset of an object account. Subsidiary accounts include detailed records of the accounting activity for an object account.

Note:

If you are using a flexible chart of accounts and the object account is set to six digits, you must use all six digits. For example, entering 000456 is not the same as entering 456 because, if you enter 456, the system enters three blank spaces to fill a six-digit object.
Est Hours (estimated hours)

Enter the estimated hours that are budgeted for this work order.

Est Amount (estimated amount)

Enter the estimated monetary amount that is budgeted for this work order.

10.2.4.3 Dates/Assignments

Planned Comp (planned to be completed)

Enter the date that the work order or engineering change order is planned to be completed.

Date Assigned

Enter the date the person responsible for the work order receives the work order.

Start Date

Enter the start date for the order. You can enter this date manually, or have the system calculate it using a backscheduling routine. The routine starts with the required date and offsets the total lead time to calculate the appropriate start date.

Transaction

Enter the date that an order was entered into the system. This date determines which effective level the system uses for inventory pricing.

Originator

Enter the address book number of the person who originated the change request.

Supervisor

Enter the address book number of the supervisor.

Customer

Enter the address book number of the company or person named as the lessee or lessor on the lease.

The system completes this field with the tenant specified on the lease.

Manager

Enter the address book number of the person responsible for managing the lease. This may or may not be the same as the tenant.

10.2.4.4 Classification

Phase

Enter a user-defined code from UDC table 00/W1 that indicates the current stage or phase of development for a work order. You can assign a work order to only one phase code at a time.

Note:

Certain forms contain a processing option that allows you to enter a default value for this field. If you enter a default value on a form for which you have set this processing option, the system displays the value in the appropriate fields on any work orders that you create. The system also displays the value on the Project Setup form. You can either accept or override the default value.
Category 02

Enter a user-defined code from UDC table 00/W2 that indicates the type or category of a work order.

Note:

A processing option for some forms lets you enter a default value for this field. The system enters the default value automatically in the appropriate fields on any work orders that you create on those forms and on the Project Setup form. You can either accept or override the default value.

10.3 Reviewing Work Order Costs

This section provides an overview of work order costs and discusses how to:

  • Set processing options for Tenant Work Order Cost Inquiry (P15249).

  • Review costs charged to work orders.

10.3.1 Understanding Work Order Costs

After you enter work orders, you can review accumulated costs charged to a work order in the Tenant Work Order Cost Inquiry program (P15249). You can also use this program to review detailed cost transactions and totals for actual and estimated amounts for the selected work orders.

10.3.2 Forms Used to Review Work Order Costs

Form Name Form ID Navigation Usage
Work With Work Order Cost (the summary form) W15249A Tenant Work Orders (G1516), Tenant Work Order Cost Inquiry Review costs charged to work orders.
Work With Work Order Cost (the detail form) W48211A On the Work With Work Orders Cost form, select a work order and select Order Cost from the Row menu. Review detailed cost transactions and totals for actual and estimated amounts for the selected work orders.

10.3.3 Setting Processing Options for Tenant Work Order Cost Inquiry (P15249)

Processing options enable you to specify the default processing for programs and reports.

10.3.3.1 Versions

If you leave either of these processing options blank, the system uses version ZJDE0001.

1. Tenant WO Entry (P15248) (tenant work order entry)

Specify the version of the P15248 program to use when you access it from the Row menu.

2. Work Order Cost (P48211)

Specify the version of the P48211 program to use when you access it from the Form menu.

10.3.4 Reviewing Costs Charged to Work Orders

Access the Work With Order Cost form. (summary)

Ledger Type

Enter a user-defined code from UDC table 09/LT that specifies the type of ledger, such as AA (Actual Amounts), BA (Budget Amount), or AU (Actual Units). You can set up multiple, concurrent accounting ledgers within the general ledger to establish an audit trail for all transactions.

Include Inactive Work Orders

If you select this check box, the system includes inactive work orders in the grid. Active/Inactive refers to the status of the work order. A work order is inactive if an × appears in the first character of the Description 2 field of the status code.

From Date and Through Date

Enter the from and through dates. You can use the date range fields to limit to a specific range the display of actual costs from the posted and unposted transactions in the Account Ledger table (F0911). The F0911 table provides the hour and amount totals for actual costs for both posted and unposted transactions.