Job Aid
Creating Distribution Shop Work Orders
PURPOSE:
PROCEDURE:
Creating Equipment Rental Work Orders
1. Navigate to the Work Management module on the main menu | ![]() |
2. Navigate to the Work Management screen and click the New icon next to Work Order link | ![]() |
3. Enter Work Order description: Information received from Central Stores
Ex. Equipment Rental for {date}
Note: Click Extra Description link to add more information if necessary) |
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4. Enter Requestor ID and click on the magnifier glass to populate Requestor information | ![]() |
5. Enter Property number (destination location) and click on the magnifier glass to populate Property information
Note: The information for location (region, campus and Property) must be the destination where the equipment will be dropped off |
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6. Select “Operations/ Eqpt Rental” for Type and Category fields | ![]() |
7. Click the Add blue button to create phases | ![]() |
8. Phase description is the same as the Work Order one, you may edit it here | ![]() |
9. Select “Distribution” for Shop field | ![]() |
10. Set Priority to #5 (Scheduled) | ![]() |
11. Enter Location number
Note: If room number is not provided, description of where the item will be located need to be added into the Description field of the phase |
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12. Set Funding Method to “Work Order“ | ![]() |
13. Set Work Code to “Rental“ | ![]() |
14. Select “Email” for Request Method field | ![]() |
15. Click the Add blue button to add a second phase (pick up) | ![]() |
16. Repeat steps 8-14 and edit description indicating this phase is a pick up phase with a new date | ![]() |
17. Enter fixed cost under Cost Analysis:
On the View Menu click the Cost Analysis link. |
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18. Put the entire fixed price amount in the Estimated Labor text field. | ![]() |
19. Click the Done gray button to return to previous screen | ![]() |
20. Click Account Setup link (left menu). For instructions on how to set up Fixed Price accounts, click here
Note: Distribution Shop’s KFS number is 2767000. This number is needed for the Offset in the Account Setup |
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21. After entering account information, click the Done gray button to return to previous screen | ![]() |
22. Click Save green button to create the new Work Order | ![]() |
Creating Space Move Work Orders
1. Navigate to the Work Management module on the main menu | ![]() |
2. Navigate to the Work Management screen and click the New icon next to Work Order link | ![]() |
3. Enter Work Order description: Information received from Central Stores including destination location (Property Name)
Ex. Move Request to move {item} to {room/description of area} in {property} on {date, if applicable}
Note: Click Extra Description link to add more information if necessary) |
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4. Enter Requestor ID and click on the magnifier glass to populate Requestor information | ![]()
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5. Enter Property number (origin location) and click on the magnifier glass to populate Property information
Note: The information for location (region, campus and Property) on Space Moves must be the origin information where technician will start his work |
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6. Select “Operations/Space Moves” for Type and Category fields | |
7. Click the Add blue button to create phases | ![]() |
8. Phase description is the same as the Work Order one, you may edit it here. | ![]() |
9. Select “Distribution” for Shop field | ![]() |
10. Set Priority to #5 (Scheduled) | ![]() |
11. Enter Location number (origin)
Note: If room number is not provided, description of where the item is currently located need to be added into the Description field of the phase |
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12. Set Funding Method to “Work Order“ | ![]() |
13. Set Work Code to “Moves“ | ![]() |
14. Select “Email” for Request Method field | ![]() |
15. Click the Done gray button to return to previous screen | ![]() |
16. Click Account Setup link (left menu). For instructions on “How to set up accounts for Actuals”, click here
Note: Distribution Shop’s KFS number is 2767000. This number is needed for the Offset in the Account Setup |
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17. After entering account information, click the Done gray button to return to previous screen | ![]() |
18. Click Save green button to create the Work Order | ![]() |
Creating Event Support Work Orders
ROLES USED:
1. Operations Center Admin: Responsible for creating Space Moves and Equipment Rental Work Orders and Phases.
2. Operations Center Management: Responsible for overseeing Operation Center department and ensuring Work Orders and Phases get created correctly and assisting Shop Supervisors with functional inquiries.
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