Report actual tool use

The financial processes used in the tracking of actual quantities, hours, and rates for tools used on an approved work order.

Internal tools

You can enter a date and time to determine the financial period for the transaction. If you do not enter a date and time, it defaults to system date and time.

Example

Table 1. Source of GL account for report actual tool use (internal tools)
Source of GL account	Debit	Credit	Source of GL account
Internal tools GL account (resource code) Work order GL account	2 x $5.00 = $10.00	2 x $5.00 = $10.00	Internal tools control account

Displayed field	GL Debit Account (GLDEBITACCT) GL Account field in the Tool / Organization Details action of the Tools application Internal Tool Resource Code field from the Resource Codes action in the Chart of Accounts application. GL Account field in the Work Orders application. The general ledger fields for actual material use that is reported or viewed in the Work Orders application default just as they do when the usage is recorded or viewed in the Inventory application or the Issues and Transfers application. GL Credit Account (GLCREDITACCT) Control Account field in the Tool / Organization Details action of the Tools application Control Account field in the Organization Default Accounts action of the Chart of Accounts application

Displayed field

GL Debit Account (GLDEBITACCT) Defaults to

GL Account field in the Tool / Organization Details action of the Tools application Internal Tool Resource Code field from the Resource Codes action in the Chart of Accounts application.
GL Account field in the Work Orders application. The general ledger fields for actual material use that is reported or viewed in the Work Orders application default just as they do when the usage is recorded or viewed in the Inventory application or the Issues and Transfers application.

GL Credit Account (GLCREDITACCT) Defaults to

Control Account field in the Tool / Organization Details action of the Tools application Defaults to Control Account field in the Organization Default Accounts action of the Chart of Accounts application

Database fields	TOOLTRANS.GLDEBITACCT ITEMORGINFO.GLACCOUNT ΑCCOUNTDEFAULTS.GLDEFAULT (where DFLTGROUP = TOOLRESCODE and GROUPVALUE = 0) direct entry (no default) WORKORDER.GLACCOUNT PM.GLACCOUNT or ASSET.GLACCOUNT or LOCATIONS.GLACCOUNT TOOLTRANS.GLCREDITACCT ITEMORGINFO.CONTROLACC ACCOUNTDEFAULTS.GLDEFAULT (where DFLTGROUP = TOOLREC and GROUPVALUE = TOOLRECACCT) direct entry (no default)

Database fields

TOOLTRANS.GLDEBITACCT Defaults to

ITEMORGINFO.GLACCOUNT ΑCCOUNTDEFAULTS.GLDEFAULT (where DFLTGROUP = TOOLRESCODE and GROUPVALUE = 0) direct entry (no default)
WORKORDER.GLACCOUNT PM.GLACCOUNT or ASSET.GLACCOUNT or LOCATIONS.GLACCOUNT

TOOLTRANS.GLCREDITACCT Defaults to ITEMORGINFO.CONTROLACC ACCOUNTDEFAULTS.GLDEFAULT (where DFLTGROUP = TOOLREC and GROUPVALUE = TOOLRECACCT) direct entry (no default)

External tools

Report external tool use the same as you report internal tool use. If the Outside check box of the tool is selected, the external tool resource code is used on the debit side, and the external tools control account, established by tool vendor, on the credit side.

After entering and saving the tool use information, a record is written to the TOOLTRANS table.

You can enter a date and time to determine the financial period for the transaction. If you do not enter a date and time, it defaults to system date and time.

Example

Report the use of hoist for 2 hours, at $7.00 an hour, belonging to a contractor, on the Tools subtab in the Actuals tab in the Work Order Tracking application.

Table 2. Source of GL account for report actual tool use (external tools)
Source of GL account	Debit	Credit	Source of GL account
External tools GL account (resource code) Work order GL account	2 x $7.00 = $14.00	2 x $7.00 = $14.00	External tools control account, for tool vendor

Displayed fields	GL Debit Account (GLDEBITACCT) ⇐ GL Account field in the Tool / Organization Details action of the Tools application External Tool Resource Code field from the Resource Codes action in the Chart of Accounts application. GL Account field in the Work Orders application. The general ledger fields for actual material use that is reported or viewed in the Work Orders application default just as they do when the usage is recorded or viewed in the Inventory application or the Issues and Transfers application. GL Credit Account (GLCREDITACCT) Control Account field in the Tool / Organization Details action of the Tools application Tool Control Account field for the vendor in the Companies application.

Displayed fields

GL Debit Account (GLDEBITACCT) ⇐

GL Account field in the Tool / Organization Details action of the Tools application External Tool Resource Code field from the Resource Codes action in the Chart of Accounts application.
GL Account field in the Work Orders application. The general ledger fields for actual material use that is reported or viewed in the Work Orders application default just as they do when the usage is recorded or viewed in the Inventory application or the Issues and Transfers application.

GL Credit Account (GLCREDITACCT) Defaults to

Control Account field in the Tool / Organization Details action of the Tools application Defaults to Tool Control Account field for the vendor in the Companies application.

	TOOLTRANS.GLDEBITACCT ITEMORGINFO.GLACCOUNT ΑCCOUNTDEFAULTS.GLDEFAULT (where DFLTGROUP = TOOLRESCODE and GROUPVALUE = 1 direct entry (no default) WORKORDER.GLACCOUNT PM.GLACCOUNT or ASSET.GLACCOUNT or LOCATIONS.GLACCOUNT TOOLTRANS.GLCREDITACCT ITEMORGINFO.CONTROLACC COMPANIES.TOOLCONTROLACCOUNT direct entry (no default)