Work Order Ledger Entries

Work Order Ledger Entries

Overview

Each entry in the Work Order Ledger captures a specific event or transaction, such as posting resource usage, item consumption, status changes, or cost allocations. The ledger ensures full traceability and supports compliance, reporting, and operational analysis.

Columns in Work Order Ledger Entries

Below are the main columns from the Work Order Ledger Entry table, with detailed descriptions to help you understand and analyze each field:

• Entry No.: Unique, sequential identifier for each ledger entry. Used for traceability and audit purposes.
• Asset No.: The primary asset number related to the entry. Links the transaction to a specific asset.
• Plan No.: The work order plan number, referencing the maintenance plan or schedule.
• Work Order No.: The work order number this entry belongs to, allowing you to group and filter entries by work order.
• Type: The type of transaction recorded (Resource, Item, Expense, etc.). Determines the context and related fields for the entry.
• No.: The number of the item, resource, or expense, depending on the type. For example, an item number for spare parts, or a resource number for labor.
• Unit of Measure Code: The unit of measure for the item or resource (e.g., PCS, HOUR). Ensures accurate quantity and cost calculations.
• Qty. per Unit of Measure: The conversion factor between the base unit and the selected unit of measure.
• Quantity: The amount of resource, item, or expense used or consumed in the transaction. Supports up to five decimal places for precision.
• Variant Code: Identifies the variant of an item, if applicable (e.g., color, size, model).
• Work Order Line No.: The line number within the work order, allowing you to distinguish between multiple entries for the same work order.
• Posting Date: The date the entry was posted to the ledger. Used for period-based reporting, analysis, and reconciliation.
• Description: A brief explanation or description of the transaction, providing context for the entry.
• Location Code: The code of the location where the transaction took place or is associated with. Enables location-based analysis and reporting.
• Work Type Code: Code for the type of work performed (e.g., inspection, repair, replacement). Used for resource entries.
• Ledger Entry No.: Related ledger entry number for cross-referencing with other ledgers (e.g., item, resource, or G/L entries).
• Ledger Entry Type: Specifies the type of ledger entry (Resource, Item, G/L Account). Helps categorize and filter entries.
• Planned Date: The planned or scheduled date for the transaction, as opposed to the actual posting date.
• Serial No.: Serial number for tracked items, supporting traceability and warranty management.
• Lot No.: Lot number for tracked items, supporting batch tracking and compliance.
• Bin Code: Bin code for warehouse location, enabling detailed inventory management.
• User ID: The user who performed or posted the transaction. Supports audit trails and accountability.
• Source Code: Source code for the transaction, indicating the origin of the entry (e.g., module or process).
• Vendor No.: Vendor number for expense entries, linking the transaction to a supplier.
• Expected Unit Cost (LCY): The expected unit cost in local currency, used for budgeting and variance analysis.
• Expected Line Cost (LCY): The expected total line cost in local currency, supporting cost control and forecasting.
• Expense Open: Indicates if the expense is still open (not finalized or posted).
• Actual Line Cost (LCY): The actual total line cost in local currency, calculated from related expense entries. Used for cost analysis and reporting.
• Expense Type: Type of expense (Item, Resource, G/L Account), providing further classification for expense entries.
• Expense Type No.: Number of the expense type, referencing the specific item, resource, or account.
• Fixed Asset No.: Fixed asset number, if the entry is related to a fixed asset in the system.
• Direct FA Cost: Indicates if the cost is directly related to a fixed asset (affecting asset value).
• Maintenance Request No.: Related maintenance request number, linking the entry to a specific request.
• Downtime Entry No.: Related downtime entry number, supporting downtime tracking and analysis.
• Round Order: Indicates if the entry is related to a round order (recurring or scheduled maintenance).
• Warranty No.: Related warranty number, supporting warranty claims and management.
• Claim No.: Related claim number, supporting warranty or insurance claims.
• Billable: Indicates if the entry is billable to a customer or project.
• Bill-to Customer No.: Customer to bill for the entry, if applicable.
• Job No.: Project number (if linked to a project), supporting project-based maintenance.
• Job Task No.: Project task number, for detailed project tracking.
• Job Line Type: Type of project line (e.g., task, planning, budget).
• Job Planning Line No.: Project planning line number, supporting integration with project management.
• Asset Replacement: Indicates if the entry is for asset replacement (e.g., swapping out equipment).
• Replacement Asset No.: Number of the replacement asset, if applicable.
• Added To Purchase Line: Indicates if the entry was added to a purchase line (for procurement tracking).
• Asset No. 2: Alternative or secondary asset number (from the asset card), supporting additional asset identification.
• Capitalization: Indicates if the cost should be capitalized to the fixed asset (affecting asset value on the balance sheet).
• Corrective Maintenance: Indicates if the maintenance was corrective (as opposed to preventive or planned).
• Skills: Number of skills assigned to the entry (calculated from related skill records).
• Missing Skills: Number of missing skills required for the entry (calculated).
• Asset Category Code: Asset category code, supporting asset classification and reporting.
• Asset Location Code: Asset location code, supporting location-based analysis.
• Work Order Category Code: Work order category code, supporting classification and reporting.
• Shortcut Dimension 1-8 Code: Codes for up to 8 shortcut dimensions, supporting financial and operational analysis by department, cost center, project, etc.
• Quantity (Base): Quantity in base units, supporting conversions and standardization.
• Work Order Group No.: Work order group number (calculated from group ID), supporting batch or group processing.
• Service Order: Indicates if the entry is related to a service order (as opposed to a maintenance work order).

Note: Not all columns may be visible by default. Use the Personalization to display or hide additional fields as needed. Hover over column headers for tooltips and more details about each field.

Actions Available on the Work Order Ledger Entries Table

The Work Order Ledger Entries page in Dynaway EAM provides a range of actions to help you analyze, manage, and report on maintenance transactions. Below are the main actions available to users:

Home Tab

• Connected Ledger Entries: View all related ledger entries (such as item, resource, or expense entries) linked to the selected work order ledger entry. This helps you trace the full impact of a transaction across the system.
• Show Document: Open the original document (such as the work order or purchase document) associated with the ledger entry for detailed review.

Entry Tab

• Dimensions: View and analyze the financial and operational dimensions assigned to the selected ledger entry. This supports advanced reporting and analysis by department, cost center, project, and more.

Actions Tab

• Open Expense: Mark an expense as open, allowing further edits or processing.
• Close Expense: Mark an expense as closed, preventing further changes and finalizing the cost.
• Enable Capitalization: Set the entry so that its cost will be capitalized to the related fixed asset, affecting asset value on the balance sheet.
• Disable Capitalization: Remove capitalization, so the cost is not added to the fixed asset value.
• Set Billable / Non-billable: Mark the entry as billable or non-billable, controlling whether the cost is charged to a customer or project.

Reports Tab

• Reports: Generate and print reports based on the selected ledger entries. Common reports include cost analysis, resource usage, and maintenance history.

Work Order Ledger Entries are a foundational part of maintenance tracking and reporting in Dynaway EAM, providing a transparent and auditable record of all work order-related transactions.