Maintain Work Reporting

This activity allows you to record the work reporting details. The actuals reported as against the tasks / services mentioned in the service contract is recorded in this activity. The actual quantity of the item and actual hours utilized are recorded in this activity. The billing is done as per the actuals recorded and the invoice is generated through the link provided in this UI.

Select the “Maintain Work Reporting” activity under the “Operations Reporting” business component.

The “Maintain Work Reporting” page appears.

- Clicking this icon available near certain fields takes you to the help page of the respective field.

In the header the mandatory fields are represented as bold and in the multiline the mandatory columns are either bold or displayed in a color other than black.

Select from the following:

Mode

Use the drop-down list box to select the mode of operation. The combo is loaded with the options “Create”, “Maintain” and “View”.

Enter the following details in the “Information” group box: This section is visible only in “Create” mode for fetching the contract line item details.

WR Type	Use the drop-down list box to specify the type of work reporting. It shall list three values – Regular , Additional and Both If Regular has been selected, then actual hours can be reported for lines having contract reference . Additional Hours ( OT – Over time reporting) cannot be done. If Additional has been selected, then additional hours (OT ) can be reported for lines having contract reference. Additionally, lines not having any contract reference can be reported ( For these extra lines not having contract reference, OT reporting cannot be done ) If Both has been selected, then reporting can be done for the contracted hours as well as for any additional hours for which the service was provided. Those lines having contract reference and OT rates have been specified shall be coming as two lines. One line shall be for the contracted hours while the second line shall be for the additional OT hours.
Contract No.	The number identifying the service contract.
Site ID	The code identifying the Site.
Bill to ID	Use the drop-down list box to select the ID to which the billing for the service is to be done. The combo is loaded with the values depending on the Contract No – Site ID combination.

Note: The Contract number entered should be a valid number in Authorized status. The Site ID should be one of the Site IDs mentioned in the Service Contract.

Enter the following details in the “Work Reporting Details” group box:

Work Reporting No.

The number identifying the work reported

Note: The work reporting number will be generated depending on the Numbering Type selected and will be displayed on creation of the work reporting.

Amendment No.	Use the drop-down list box to select the amendment number.
Reporting Date	The date on which the work reporting was done.

The system displays the following:

Customer Code	The code identifying the customer for whom the service was carried out. This is defaulted from the Service Contract.
Customer Name	The name of the customer.

Enter the following detail in the “Work Reporting Details” group box:

Numbering Type

Use the drop-down list box to select the numbering type of the work reporting number.

The system displays the following:

Contract No.	The number identifying the service contract.
Contract Amendment No	The amendment number of the service contract.
Contract Type	Indicates the type of contract.
Site ID	The identification code of the Site.
OPS. Unit	The OPS unit (OU ) to which the service contract belongs.
WR. Type	Indicates the type of work reporting.
Bill to ID	The ID to which the billing is to be done.

Enter the following detail in the “Work Reporting Details” group box:

Invoice Org. Unit

Use the drop-down list box to select the OU where the invoice has to be raised.

The system displays the following:

Currency

The currency of the invoice.

Enter the following details in the “Work Reporting Details” group box:

Invoice Finance Book	Use the drop-down list box to select the finance book of the invoice. The combo is loaded with all the finance books as available in the Service Contract for the Contract No – Site ID – Bill to ID combination.
From Period	The date from which the work reporting was done.
To Period	The date until which the work reporting was done.

Click the “Get” button to retrieve the contract details in the header and in the multiline.

Note Get button will be visible only in Create mode.

Note: On launch of the page in Create mode, the Contract No, Site ID and Bill to ID in the Information group box and the fields Invoice Finance Book, From Period and To Period under the Work Reporting Details group box will be visible. On entering these details and on click of the “Get” button, the contract details are fetched in the “Work Reporting Details” section and in the multiline. The “Information” section and the Get button shall be hidden.

Select from the following:

CC Usage

Use the drop-down list box to select the code identifying the cost center associated with the work reporting.

Click the “Default” button to default the CC usage in the multiline.

The system displays the following in the “Invoice Details” group box: This section is visible only for those work reports which have been billed.

Invoice No	The number identifying the invoice.
Invoice Date	The date on which the invoice was raised.
Invoice Currency	The currency of the invoice.
Invoice Status	The status of the invoice.

Note: The above details are displayed on invoice generation for the work reported.

The system displays the following in the “Work Reporting Details” multiline:

Line No	The line number in the work reporting document. This line number will be in sequential order in the multiline. This number will be generated on creating a Work Reporting transaction.
Contract Line No	The referred line in the service contract.

Enter the following in the multiline:

From Period	The date from which the work reporting was done for the service contract line no .
To Period	The date until which the work reporting was done.

Note: This time period should be within the time period specified in the header.

Item Code	The code identifying the service provided / task executed.
Item Variant Code	The variant code of the item.

The system displays the following in the “Work Reporting Details” multiline:

Description	The description of the item / service provided.
Quantity	The quantity of the item / service to be provided as specified in the service contract.

Enter the following in the multiline:

Actual Quantity	The actual quantity of the item utilized / service provided.
UOM	The unit of measurement of quantity.

The system displays the following in the “Work Reporting Details” multiline:

No. of Days

The number of days is the difference of days between the From Period and To Period.

Enter the following in the multiline:

Actual Days Worked

The actual days worked at the site.

The system displays the following in the “Work Reporting Details” multiline:

Deployment Hours

The deployment hours as mentioned in the service contract.

Calculated Hours

The calculated hours.

Calculated Hours = No of days at line level * Quantity * Deployment Hours

Enter the following in the multiline:

Actual Hours	The actual hours spent at the site for providing the service. For those line items having contract reference, it shall be calculated as Actual Hours = Actual Quantity * Actual Days Worked * Deployment Hours
Additional Hours	The additional hours spent at the site for providing the service.
Actual Selling Price	The actual selling price of the item.
Selling Price Per Unit Per	Use the drop-down list box to specify the selling price calculation. The selling price can be calculated based on Month/Week/ Day/Hour. The combo is loaded with the options “Month”, “Week”, “Day” and “Hr”. The system displays “Month” by default on launch of the page.

The system displays the following in the “Work Reporting Details” multiline:

Additional Charges / Hour	The additional charges per hour for the item.
Selling Price / Hour	The selling price per hour for the item.
Total Billing	The total billing amount.

Enter the following in the multiline:

CC Usage

Use the drop-down list box to select the code identifying the cost center associated with the work reporting. The system defaults the CC usage selected in the header.

The system displays the following in the “Work Reporting Details” multiline:

WR Type

Indicates the type of work reporting transaction.

Enter the following in the multiline:

Type of Service

Use the drop-down list box to specify the type of service rendered at the site. The combo is loaded with values defined in the Category master for the Category – Sales Purpose.

Enter the following:

Remarks

Any additional details regarding the work reporting.

Click the “Maintain” button to save the work reporting details.

On creation, the status of the work reporting transaction will be updated as Fresh. The work reporting number will be generated as per the Numbering Type selected and the Amendment Number will be zero.

Click the “Authorize” button to authorize the work reporting details.

The status of the work reporting transaction will be updated as Authorized.

Click the “Amend” button to amend the authorized work reporting details.

Note: Amendment can be done only in “Maintain” mode. Only Work reporting transaction in Authorized status can be amended. The status will be updated as “Under Amendment” and the amendment number will be incremented by 1.

Click the Delete” button to delete the work reporting details.

Note: Only Work reporting transaction in fresh status can be deleted.

Click the “Cancel” button to cancel the work reporting details.

Note: Only Work reporting transaction in Authorized status can be cancelled.

To proceed, carry out the following

Select the “Specify TCD” link to specify the tax, charges and discount details for work reporting.
Select the “Tax Calculation Summary” link to specify the tax calculation summary details of work reporting.
Select the “View TCD” link to view the tax, charges and discount details of the work reported.
Select the “View Tax Calculation Summary” link to view the tax calculation summary details of work reporting.
Select the “Generate Invoice” link to generate the invoice for the work reported.
Select the “Attach Notes” link to add any additional notes regarding the work reporting.
Select the “Specify Checklist” link at the bottom of the page to specify the checklist details of the work reporting.

The system displays the following details in the “Data History” group box:

Created By	The name of the login user who created the work reporting details.
Created Date	The date on which the work reporting details was created.
Modified By	The name of the login user who modified the work reporting details.
Modified Date	The date on which the work reporting details was modified.