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2015Technical ServicesJames Titford[MP2 TRAINING MANUAL]Process for Work Order and Purchase Requisition entry on MP2.

Table of ContentsIntroduction . 2Logging on to MP2 . 2Navigating MP2: . 3Things to Remember . 5Searching. 6Sorting . 7Filters . 7New Work Order Entry Process: . 9Work Order Data Entry:. 10Monthly Check of Work Order Data: . 12Purchase Requisition Entry: . 13Popular Account Codes. 151 Page

IntroductionMP2 is the database software used by Technical Services to perform and record workorder entry, and purchase requisitions.We will also look at searching, sorting and setting up filters.Logging on to MP2As an employee of Technical Services, you will be issued a user name and password forMP2. These will be required to access the system. Your username and password will beunique.Logging on to MP2 is done in the following way:1.Click on the MP2 icon on your desktop.2.This will bring up the login screen.3.Enter your User ID and Password into the appropriate boxes and click the OKbutton.2 Page

Navigating MP2:The main screen can be divided into four parts that we will use: The Title Bar,The Menu Bar,The Toolbar,The Quick Access Bar.The Menu Bar can also be used to access all the functions on the Toolbar, and QuickAccess Bar.The functions that each user can access will be defined in the account security settings,and can only be changed by the system administrator.The ToolbarAs with other Windows based software, the Toolbar is used to access the commonlyused functions of MP2. These functions are accessed by clicking on the appropriate icon.Above are the most popular Toolbar icons in MP2. This list of icons can be editedthrough the View drop-down menu.3 Page

A listing of these icons and their functions can be seen on a quick reference page at theend of the book.The Quick Access BarThe Quick Access Bar is used to provide shortcuts for opening forms and reports inMP2.When a form or report is opened, the Quick Access Bar is displayed on the left side ofthe screen, and is accessible at all times. This toolbar can also be edited in the Viewdrop-down menu.FormsMP2 will display its information in easy to read Forms. A form, in MP2, is the screendisplayed when you click into Work Orders or Purchase Requisitions on the QuickAccess Bar or the Activities drop-down menu. The following buttons are used tonavigate through the forms.4 Page

Along with navigating through the List View, there is a series of TABS along the top ofthe form. These tabs allow the user to look at specific information contained in a selectedwork order or purchase requisition.Note: Deleting Work Orders / Purchase Requisitions1. If you need to delete a work order, send the main office an e-mail identifyingwhich work order is to be deleted. E-mail: [email protected] If you need to delete a purchase requisition, send the purchasing supervisor an email identifying which purchase requisition is to be deleted.Things to Remember1. The Billing Period for Technical Services is the second Friday of the month. Allrelevant hours and materials should be entered into MP2 and the open workorders sent to the appropriate office for processing.2. Do not back date anything, or make any changes on a work order after the secondFriday of the month. If something must be back dated or changed, contact themain office. Only the main office has the ability to make changes to work ordersafter second Friday without causing errors.3. All data entry in MP2 is to be done in CAPITAL LETTERS.4. All External work orders must have a client’s PO # before starting the job.5 Page

5. All Internal work orders must have a Technical Services Requisition card beforestarting the job.6. If two people are accessing the same work order at the same time the first personto leave the work order will have their changes recorded. The second person toleave the work order could lose all of their data entered. If you get the followingerror message, reopen the work order and check to see if your data has to be reentered.SearchingThe following are the steps to take to search for specific data in the MP2 database.1. Open the desired form from the Quick Access Bar.2. Click into the column you wish to search. (ex. Shop Code)3. Click the Search buttonto open the “Find” dialog box.4. Enter the desired value in the Find What field.5. Click the Find First button.6. To search for next record using the same search criteria, click the Find Nextbutton. If the Find dialog box is closed click the Search Next Occurrence button.7. To search for another record with different search criteria, click the filter dropdown arrow and select the (None) option.6 Page

8. Repeat steps 2 to 5.SortingThe following are the steps to take to sort information in the MP2 database.1. Open the desired form from the Quick Access Bar.2. Click into the column you wish to sort. (ex. WO No.)3. To sort in ascending order click4. To sort in descending order clickFiltersThe following are the steps to take to setup or edit a filter in a particular form on MP2.1. Open the desired form from the Quick Access Bar.2. Click the “Filter” drop down arrow and select one of the following choices: (New) – This starts a new filter.(Edit) – This allows you to edit an existing filter.7 Page

3. Enter the appropriate information in the Filter Name, Field Name, Operator, andValue boxes to achieve the desired results.8 Page

New Work Order Entry Process:1. Select the “Work Orders” icon on the Quick Access Bar.2. Click the Insert Record iconto start a new Work Order.3. Click the “Record View” tab and click in the “Description” field.4. Record the Work Order number on the Work Order Card.5. Enter information in the following fields: Description short description of the job.W.O. Type select the appropriate work order type.Shop Code Select the appropriate code for your shop.Originator person requesting the work.Telephone Num. contact number for the Originator.E-mail contact e-mail for the Originator.Billable select YES or NO as appropriate.Assigned To person the work is being assigned to.Assigned By Shop Supervisor assigning work.Task No. PM task number if applicable.6. Click on the “Equipment and Details” tab and enter information into the followingfields: Equipment Number Select or enter PROJECT1 or REPAIR1.Department or Program department or program getting work done.Fund Code from the work order card.Organization Code from the work order card.Account Code from the work order card.Program Code from the work order card.7. Click on the “Schedule” tab and enter information in the following fields: Requested Date the date request received by Tech. Services.Status select “OPEN”.8. To start another work order, repeat steps 2 to 7.9. After all fields have been entered, close the “Work Orders” form.9 Page

Work Order Data Entry:Instructions on entering work order data into MP2.1) Select the “Work Orders” icon from the Quick Access Bar.2) Single click the appropriate Work Order number.3) Select the “Equipment and Details” tab, enter information into the following fields:4) Select the “Labor” tab Employee Code find and select or enter appropriate employee code. Shop find and select or enter your shop code. Work Date find and select or enter the date you worked on the job. Do not backdate before the second Friday of the month. Regular Hours enter the number of hours spent working on the job for the dateentered. Overtime Hours enter the number of hours spent working on the job for the dateentered if worked as overtime. Repeat these steps for all dates you worked on the job.5) Select the “Parts” tab Item No. See note below. Date Used date the part was used on. Do not back date before second Friday ofthe month. Description description of the part used. Qty. Used the number of this part used on the job. Total Cost Enter the total cost including shipping, customs, and taxes.The cost should always be checked for accuracy.6) Select the “Comments” tab Click into the comments field and type in any comments that are relevant to thejob.7) If entering information in another work order click the “List View” tab and repeatsteps 2 and 3.8) After all fields have been entered, close the “Work Orders” form.10 P a g e

Note: When entering an item number that is not on the “Item Status” list, you do notleave any spaces in the item number. Example “JBT-CAPACITOR”. When shipping charges must be manually added use the word “SHIPPING”followed by the purchase requisition number. Example“SHIPPINGREQ037001”. When adding miscellaneous charges, search for the appropriate shop MISCitem number in the Item No. list.11 P a g e

Monthly Check of Work Order Data:1. Select the “Work Orders” icon from the Quick Access Bar.2. Single click the appropriate work order.3. Select the “Equipment and Details” tab4. Ensure all the required data from the technologist has been entered in the Labor,Parts, and Comments tabs5. If the job is not completed, send the work order card to the office for monthlyprocessing.6. If the job is completed, select the “Schedule” tab and enter information in thefollowing fields: Schedule Start Date the first date on the work order card entered by thetechnologist/craftsperson.Completion Date the last date on the work order card entered by thetechnologist/craftsperson.7. Change the work order status to COMPLETED.12 P a g e

Purchase Requisition Entry:Instructions on entering a purchase requisition into MP2.10. Click the “Requisition” icon on the Quick Access Bar.11. Click the Insert Record iconto start a new Purchase Requisition.12. Click the “Record View” tab and enter information into the following fields: Single Source find and select the vendor to be used.Vendor Branch find and select the appropriate branch, if more than oneexists.Date select or enter the date you are placing the requisition.Work Order Number enter the work order number if the items are part of ajob.Department or Program “TS” must always be entered in this field.Needed By select or enter the date that you will need the items you areordering.Account Code select or enter the required account code for the items beingpurchased. 70800 should be used for all purchases except for items that arenot for re-sale. A list of the most common account codes is available at theend of this section.Organization Code select or enter the shop’s organization code for theordered items. (Technical Services Org. Code is only used for purchases thatare not for re-sale)Org and Account Codes enter the organization and account codes from theabove two items in this box. Provide spaces between the two numbers.Notes enter any applicable notes into the area.13. Select the “Line Items” tab. And enter information into the following fields: Item No. select an item from the “Item List” or enter an item number for theitem to be purchased. An example of an entered item number would be“JBT-1000OHMRESISTOR”.Description enter a short description of the item being purchased.Qty. Requested (UOP) enter the amount of units to be purchased.Unit Cost enter the price of the unit before taxes or shipping.Item Type (Stock, Non-Stock, Non-Inventory) select the appropriate choice.Unit of Purchase select the type of unit being purchased.Receive To (Stock, Work Order, Equipment, Cost Center, and Employee)select the appropriate choice.Order Warehouse select the shop the unit is ordered from.Receive to ID the Work Order number is entered here if this is beingcharged to a work order, if not then enter the organization code. (ExampleWO# 0134000)13 P a g e

Vendor Item No. enter the vendor’s catalog number.Date Due select the date you need the items by.Account Code enter or select the same account code as on the “RecordView” page.Organization Code enter or select the same organization code as on the“Record View” page.Catalog No. enter the vendor’s catalog number.14. Click the “Record View” tab, and click the “Calculate Cost” button.15. Close the “Requisition” form to complete the purchase request.NOTE:1. Notify the Purchasing Supervisor by e-mail if there are to be any changes made toa purchase requisition after it has been approved.2. Be sure to put the “0” in front of the work order number in the Work OrderNumber field (Record View) and Receive to ID field (Line Items), ex. 0123456.3. When ordering to your shop organization code or to any work order, only use the70800 account number.4. Any job related material, specific or miscellaneous should use account code70800.14 P a g e

Popular Account CodesAccount CodeDescription70800Service Parts and Manuals70802Service Other70803Small Hand Tools71000Hand Towels71100Safety Supplies71207Clothing71209Training71502Membership Subscriptions75001Laundry76418Job Related Training Seminars15 P a g e

MP2 is the database software used by Technical Services to perform and record work order entry, and purchase requisitions. We will also look at searching, sorting and setting up filters. Logging on to MP2 . As an employee of Technical Services, you will be issued a user name and password for