Skip to main content

Entering Third Party Work

Eptura Knowledge Center

Entering Third Party Work


Third party work includes work done for regular maintenance such as a PMI or repairs found during a PMI as well as repairs due to accidents.



If the invoice from the vendor has a PMI on it, you will always start your process from the PMI work order that has been created automatically when it is due.  If the PMI was done early and is not generated, you will need to Generate it to start the process.  Below are the steps if a vendor invoice has a PMI on it.



1.       Review the invoice and identify the line items related to the PMI, this will not include any repairs done found by the PMI, but the hours related to competing the preventive maintenance such as an inspection.  In most cases this will just be hours of labor.



2.       Review the invoice and identify the line items that are maintenance items, most likely repairs found while doing the PMI



3.       Review the invoice and identify the line items that are accident items, most likely repairs that are not from normal wear.



4.       Now you are ready to being



5.       Go to Asset and find the asset that is reference on the invoice



a.       We are going to start with the PMI, so you will look in the Maintenance Plans section on the asset page. In the examples below the one on the left has not been generated yet, while the one on the right has been generated.



                                                               i.      For the non-generated one you would click on the PMI card and a popout will appear with a Create work order button.  Follow the normal process to create the work order after clicking the button



                                                             ii.      For the generated one, click on the WO number on the PMI card to go to the already generated work order



6.       Once you are on the work order you will do the following



a.       Choose the vendor from the invoice in the Assign Vendor window



b.       Click the plus sign next to the PMI Task Card and do the following



                                                               i.      Click the Wrench (Labor) icon choose the vendor from the drop down and enter the QTY of hours/minutes and enter the labor per hour labor cost from the invoice.



                                                             ii.      Click the Paper Clip (attachments) icon and upload an electronic copy of the invoice



                                                           iii.      If parts costs are on the invoice related to the PMI, but not to the maintenance due to PMI findings, click the Money Icon (other costs) and choose Maintenance Parts and enter the dollar amount.



c.       Now that you have tied labor and costs to the PMI task, it is time to complete the work order so we can create the related Purchase Order



                                                               i.      Click the update status button on the bottom right and progress it through the following statuses



1.       IN PROGRESS









                                                             ii.      Now click the Purchase Order Icon (Blue Shopping Cart)



1.       Click Create New Linked Purchase Order



2.       Make sure the labor and other cost line items are click and then click next


3.       Now Choose the location this is for from the Warehouse Field

4.       Choose the Vendor

5.       Enter your name in the PO Created By field

6.       Click Create and Open

d.       Now we are on the Purchase Order

i.      We now have the PMI work order items on the PO already, lets now add the maintenance items for any repairs done due to PMI findings and any accident items

  ii.      Maintenance Items

1.       Click New Line Item and Choose Add Labor, choose the correct Service Task (VRMS code) and click Add to PO.

2.       Enter Qty of hours and labor rate per hour from the invoice

3.       Keep adding the items until all Maintenance items are added

4.       Now we need to add the cost of the Maintenance Parts used

5.       Click New Line Item and Choose Add Other Costs, Choose Maintenance Parts from the line item drop down and then enter the total cost of parts for the Service Task we added.

6.       Repeat steps 4 and 5 until all Labor and Maintenance Parts costs are added to the PO for each Service Task (VRMS Code)

7.       Now that all the Maintenance work is added to the PO, we need to move it to a work order to tie the costs to the Asset.

a.       From the PO, click the work order icon (screwdriver/wrench).

b.       Click the Create New Work Order Plus button

c.       Click on the sections to make sure all the Maintenance items are checked, then click Next button (bottom right)

d.       Enter a Purpose of the Work Order

e.       Choose the Asset to tie this work to

f.        Choose Work Type (Corrective)

g.       Click Create and Open

h.       If other costs were added, you will need to map them to the correct VRMS code by going to the other costs section and selecting the correct item in the Task Code column.

i.         Now follow steps from Section C–i above to complete the work order.

8.       From the work order just created click on the PO icon and go back to the PO.



9.       If the invoice has Accident items on it to you will need to follow the same process from Section D-ii to add the accident items to the P and then convert it to a work order.  Making sure to choose Work Type Accident this time.



10.   Once all the work orders are completed you can go back to the PO and progress the PO and close it



a.       Click Update Status (bottom right corner) and choose Approved, if the PO is above your limit follow the correct process to get it approved.



b.       Once Approved, change the status Received



c.       While on the Received status, click Receive Shipment



d.       Click receive all and click OK



e.       Now click on the Completed status button (bottom right corner) and you are done.



7.       If your invoice had a PMI, maintenance repairs and accident repairs you should have one PO related to 3 work orders.





Third party work includes work done for regular maintenance such as a PMI or repairs found during a PMI as well as repairs due to accidents.

The New Lightning Inspections are now available for all Lightning Experience customers.  Inspections are the most common form of preventive maintenance with most maintenance departments.  
Inspections are performed for a variety of reasons: 

  • Verifying safety
  • Confirm system readiness
  • Proactively looking for potential issues and problems.  

How you respond to a discovered issue depends on many factors:  

  • The industry you work in
  • Nature of the problem discovered
  • Resources available to respond

No matter the nature of your inspections, ManagerPlus Inspection assists in tracking When inspections need to take place, What needs to be inspected, and How to respond when issues are discovered.

Key Benefits and Features
  • Inspection Template Builder
  • Ability to add new inspections to your existing new Work Order PMs
  • New Operator Users for individuals outside the maintenance department (license required)
  • New Inspection desktop module allows you to monitor failed inspections that demand your attention

  • Inspections can be performed outside the maintenance department with the Operator Companion Web App
  • New "On-The-Fly" Pre-Trip/Post-Trip Inspection capability

  • Inspection Templates can now be designed in your settings library for any inspection scenario


Use this feature to...
  • Allow Operators (rather than just the maintenance staff) to perform Inspections & pre-checks before running equipment or using an asset
  • Verify safety compliance on each of your assets
  • Perform inspections - on their own or as part of existing work orders!
  • Establish Inspection templates that can push inspection availability to all similar assets
  • Was this article helpful?