Introduction
Expenses represent additional costs associated with maintenance work orders, such as services, resources, or GL accounts. This manual describes all available fields in the expense table and explains how to create purchase orders from expense lines and via the Get Expense Line function.
Expenses are non-inventory costs tracked and managed in work orders. They can include external services, labor, travel, or other costs that need to be planned, approved, and reported.
- No.: Automatically assigned by the system; used to reference and track the expense throughout the work order process.
- Description: Free-text field for describing the nature or purpose of the expense; helps users and approvers understand what the expense covers.
- Type: Specifies the category of the expense. Options include Item (inventory), Resource (labor or equipment), or GL Account (general ledger cost). The selected type determines which additional fields are required and how the expense is processed.
- Type No.: The code or number of the item, resource, or GL account linked to the expense. This field is validated based on the selected type and ensures correct posting and reporting.
- Type Description: Automatically filled with the name or description of the selected item, resource, or GL account. Provides clarity and confirmation for users selecting expense types.
- Unit of Measure Code: Indicates the unit in which the expense is measured (e.g., hours for labor, pieces for items). This is auto-filled from the selected type and ensures consistency in planning and reporting.
- Default Qty.: The default quantity planned for the expense line. Used to quickly populate expense lines and support accurate budgeting and procurement.
- Default Expected Unit Cost (LCY): The expected cost per unit in local currency. This value is used for budgeting, cost analysis, and to suggest prices when creating purchase orders.
- Default Vendor No.: The vendor number associated with the expense. Used to streamline purchase order creation and ensure expenses are linked to the correct supplier.
- Global Dimension 1 Code: First global dimension value for the expense, supporting financial analysis and reporting. Can be used for department, project, or other analytical purposes.
- Global Dimension 2 Code: Second global dimension value for the expense, providing additional reporting and analysis capabilities. Often used for cost center or other business-specific needs.
- You can create a purchase order directly from an expense line in a work order. This links the expense to the purchase order and supports procurement tracking.
- On the expense line, use the action to create a purchase order. The system copies relevant details (type, vendor, quantity, cost) to the purchase order.
- The expense line is updated with the purchase order reference for traceability
- In the purchase order, use the Get Expense Line function to import expense lines from work orders.
- The system displays available expense lines for selection. You can choose one or more lines to add to the purchase order.
- Selected expense lines are copied to the purchase order, and the link is maintained for reporting and reconciliation.
To determine if an expense is closed, review the work order ledger entries associated with the expense line:
- When an expense is posted or finalized, a corresponding work order ledger entry is created.
- The ledger entry records details such as posting date, quantity, cost, and status.
- If the ledger entry for an expense line shows a status of 'Closed' or indicates that the quantity has been fully posted, the expense is considered closed.
- You can access work order ledger entries from the work order or expense line to verify posting and closure status.
- This process ensures accurate tracking of expense consumption and financial completion within maintenance operations.
Expenses in Dynaway EAM support comprehensive cost management, procurement, and reporting for maintenance work orders.