Work Order Other Costs

Other costs are recorded to track any additional costs expended on a work order that are not associated with your parts inventory. Examples might be the rental of equipment, or the out-of-pocket purchase of an item not maintained in your parts inventory.

Organizations that do not track Other Costs will often configure MC Express to hide this option.

In unusual circumstances, estimated other costs can be placed on a work order. This is typically only used with Preventive Maintenance Schedules. Placing estimated other costs on a work order results in a placeholder other cost record being created, with estimated cost displayed on both the Other Costs List and Other Cost Detail page.

This makes it easier for you to track the actual cost incurred. Rather than create a new work order other cost record, you only need to edit the estimated record and update the Actual Cost.

ClosedOther Costs List

The Other Costs List displays any other cost records tied to this work order. Each record lists the Name and Description, the date of the expense, and the cost.

ClosedAdd Other Cost

To add an other cost record:

  1. Open a work order.

  2. Tap the Other Costs option in the menu.

    The Other Costs List opens.

  3. Tap the Plus button on the gray header bar.

    The Add Cost page opens.

  4. Enter a brief name for the cost in the Name field.

  5. Enter any pertinent information about the cost in the Description field.

  6. Choose between two options:

    • Enter the company ID in the Company field.

    • If you need to look up the company ID:

      1. Tap the label of the Company field.

        The Company Lookup page opens.

      2. Select the company.

  7. Choose between three options:

    • If you are the labor resource associated with this cost, leave your labor ID in the Labor field.

    • If you know the labor ID of the labor resource associated with this cost, enter their labor ID in the Labor field.

    • If you need to look up the labor ID:

      1. Tap the label of the Labor field.

        The Labor Lookup page opens.

      2. Select the labor resource associated with this cost.

  8. To change the date of the cost:

    1. Tap the label of the Date field.

    2. Use the Calendar tool to select the appropriate date.

  9. If you have an invoice number for the cost, enter it in the Invoice # field.

  10. Enter the actual cost in the Actual Cost field.

  11. If the following fields appear, complete them as necessary:

    • Markup / Charge — Enter a markup or charge rate.

    • Category

    • Account

    • Comments

    • Other 1 / Other 2

  12. Tap the Save button.

ClosedEdit Other Costs

To edit a cost record:

  1. Open the work order whose cost record you want to edit.

  2. Tap the Other Costs option in the menu.

    The Other Costs List opens.

  3. Select the cost from the Other Costs List.

    The Edit Cost page opens.

  4. Make your changes.

    If this record was created as an estimated other cost record from a procedure, Estimated Cost displays above Actual Cost.

  5. Tap the Save button.

ClosedRemove Other Cost

To remove a cost record:

  1. Open the work order whose cost record you want to delete.

  2. Tap the Other Costs option in the menu.

    The Other Costs List opens.

  3. Select the cost from the Other Costs List.

    The Edit Cost page opens.

  4. Tap the Action button in the section header.

    The Action menu opens.

  5. Select Remove Cost.

    A dialog box opens, asking you to confirm your choice.

  6. Tap the Yes button.

    The cost record is removed.