Managing Sublet

Sublet is a vendor whose services are used to complete a repair. Sublet details the vendor service information, cost information, and the work order repair for which the vendor services are required.

On the Sublet tab, you can view the list of sublets created for the work order. You can also add new sublet and edit and delete the existing sublets.

This topic describes the following:

Adding a Sublet to a Work Order

Note:

·       You must add a repair to the work order to define any sublet for the repair.  

·       You must complete the sublet repair before closing the work order associated with the sublet repair.

Tip

To view the Add a Sublet Repair dialog box, click the Add Sublet link.

To add a sublet to a work order

1.    On the Maintenance module, search and view the work order.

2.    Click the Sublet tab.

The Sublet List page opens.

3.    Click the Add Sublet Repair link.

The Add a Sublet Repair dialog box opens.

4.    In the Select a Work Order Repair field, select a repair for which you want to add the sublet.

5.    Optionally, click the Add a New Repair link to add a repair to the work order.

Note: You must first add a repair to the work order to add sublets to the work order.

6.    In the Service Information field, specify the following details:

a.    In the Vendor list, select a vendor to work on the repair.

Note: If a default payment type is set for the vendor from Vendor Settings in the Setup module, the Payment Type and its related fields pre-populate with details. But if the default purchase order or credit card set for the vendor is expired, the purchase order or the credit card details do not pre-populate. Also, If a default payment type is not set for the vendor, the Payment Type list displays Existing Purchase Order by default.

b.    In the Payment Type list, select a payment type to pay for the vendor services.

c.     Based on the selected payment type, perform one of the following:

§       If the payment type is Existing Purchase Order, perform the following:

(i)     In the Purchase Order Number list, select the vendor's existing purchase order.

Note: The Purchase Order Number list does not display the purchase orders with a future start date.

(ii)    In the Budget Line Item Account Number list, select an account number for the purchase order.

§       If the payment type is New Purchase Order, perform the following:

(i)     In the Purchase Order Number box, type a new purchase order number.

(ii)    In the Budget Line Item Account Number list, select an account number for the purchase order.

Note:

  • You can also perform the following:

  • In the Description box, type a brief description about the purchase order.

  • Select the Set Budget Line Item as Purchase order Default check box, if you want the selected account number to be the default account for the new purchase order.

  • If the Support System Default Account Code in the Accounting Settings section of the Setup module  is set to Yes, the following options are set  by default:

  • The Budget Line Item Account Number list pre-populates the System Default Account option.

  • The Set Budget Line Item as Purchase Order Default check box is selected.

  • The Effective End Date is set to 12/31/3000.

However, you can make changes to the selected options, as required.

(iii)  In the Funded Amount box, type the total amount funded for the purchase order.

(iv)  In the Max Purchase Limit box, type the maximum amount that you can use for each transaction.

(v)    In the Effective End Date field, type an end date for the purchase order in the MM/DD/YYYY format or select a date from the calendar.

§       If the payment type is Credit Card, perform the following:

(i)     In the Card Type list, select the type of the card.

(ii)    In the Last 4 digits box, type the last four digits of the credit card.

(iii)  In the Cardholder's Name box, type the name of the cardholder.

(iv)  Click Verify to validate the credit card details.

(v)    In the Budget Line Item Account Number list, select an account number for the credit card.

d.    The Date/Time Delivered field displays the current date and time. Optionally, type the date and time in the MM/DD/YYYY HH:MM:SS AM/PM format, or select the date from the calendar and time from the clock.

e.    Optionally, in the Date/Time Returned field, type or select the date and time when the vendor services are complete.

f.      Optionally, in the Invoice Number box, type the invoice number.

7.    In the Cost Information field, specify the following details:

a.    In the Sub Total box, type the cost calculated for labor, part, and other cost. The Sub Total box also displays the cost automatically based on the values specified in the Labor Cost, Part Cost, and Other Cost boxes.

b.    Optionally, in the Tax Cost box, type the tax charges on vendor services.

c.     Optionally, in the Markup box, type the percentage amount added to vendor services.

Note: The Total box displays the summation of subtotal, tax cost, and markup.

d.    Optionally, in the Labor Hours box, type the labor hours required to work on the sublet repair.

e.    Optionally, in the Labor Cost box, type the labor cost of the vendor services.

f.      Optionally, in the Part Cost box, type the cost of the part if any requested for the sublet repair.

g.    Optionally, in the Other Costs box, type the additional cost if any applied on the sublet repair.

8.    When finished, click one of the following:

o      Save Sublet Repair to save the sublet information.

o      Save and Add a New Sublet to save the sublet information and add another sublet.

o      Cancel to disregard any changes close the dialog box.

Note:

The newly added sublet repair has OUT status till the sublet repair is closed.

While creating work order for a maintenance shop, if the Approved Above Threshold check box is not selected and if the total cost of work order including sublet cost exceeds the threshold amount specified for that maintenance shop in Setup, an Authorization Required dialog box is displayed. You can click:

  • OK to return to Add a Sublet Repair dialog box.
  • Authorize to approve the sublet cost above the specified threshold. User roles with Can Authorize Spending permission can perform authorization. For others, an Authorization dialog box opens to login with the user credentials having Can Authorize Spending permission. On successful authorization, the sublet details are saved. Also, the authorization is required only once.
  • Notify to send an email notification for authorizing the work order.
  • If you are using the AD FS Mode - FASTER and AD FS Authentication mode and cannot approve the spending limit, refer to the Note on the Maintenance/TWS Settings page for more information.

Editing a Sublet

You can edit a sublet to modify or update the sublet details.

To edit a sublet

1.    On the Maintenance module, search and view the work order.

2.    Click the Sublet tab.

The Sublet List page opens.

3.    Click next to the sublet you want to edit.

4.    Click the Edit link.

5.    In the Edit a Sublet Repair dialog box, make the changes as desired.

6.    When finished, click one of the following:

o      Save Sublet Repair to save the changes.

o      Cancel to disregard any changes and close the dialog box.

Deleting a Sublet

You can delete a sublet only after the services assigned to the sublet is completed.

To delete a sublet

1.    On the Maintenance module, search and view the work order.

2.    Click the Sublet tab.

The Sublet List page opens.

3.    Click next to the sublet you want to delete.

4.    Click the Edit link.

5.    In the Edit a Sublet Repair dialog box, click Delete.

6.    In the Confirm Deleting Work Order Sublet dialog box, click one of the following:

o      Yes, Delete Sublet to confirm deletion.

o      Cancel to close the dialog box.

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