How do I export Work Order transaction details?
Issue/Symptom/Question
Is there a way to extract Work Order transaction details without tapping into the database? The Work Order Transaction Query window does not have an option for exporting data.
Applies To
PENTA for Windows
Inquires > Service Management > Work Order Data Export
Resolution/Fix/Answer
1) Inquiries > Service Management > Work Order Data Export
2) In the "Work Order Query Builder" pop-up window click "<..Blank Query..>", then click "Next >"
3) For the Column, select "Work Order ID"
4) For the Operator, select "Equal"
5) For the Value 1, select "Work Order ID"
6) Click "Finish"
7) Click the "Export" button found at the top left of your window to export the file to CSV, Excel, HTML Table, Text
This report will provide you the detail of all the labor and material costs that have been charged to a specific work order.
Window Description
When you launch the Work Order Data Export window, the Work Order Query Builder pop-up window appears. This window allows you to select a previously existing query to execute, or create a new query.
Step 1
Service Management > Inquiries > Work Order Data Export
Name
In the Name column, you can choose from a previously existing query (if one exists), or select “Blank Query” and create a new query.
Owner
Depending on whether you choose a previously existing query or “Blank Query” in the Name field, the Owner column allows you to view the Id of:
The employee responsible for an existing saved query.
The user who launched the Step 1 pop-up window, in the case of a New Query.
<Prev button
In subsequent Query Builder windows, the <Prev button is available. Clicking on it navigates back to the preceding query window.
Next> button
Clicking on the Next> button navigates forward, allowing you to further limit your query in the next window.
Cancel button
Clicking on the Cancel button aborts your query.
Finish button
Clicking on the Finish button executes your query based on the information entered up to that point and displays the query results in the Work Order Data Export main window.
Step 2
Service Management > Inquiries > Work Order Data Export
After selecting a query in the Work Order Query Builder first screen and clicking on the Next> button, PENTA launches the Work Order Query Builder step 2. This window allows you to establish criteria for retrieving, viewing, and optionally exporting information to an Excel spreadsheet.
Use the scrolling window on the pop-up window’s left side to identify selection criteria for your query.
Selection Criteria Column
Use the Selection Criteria Column scrolling block to select the filter you wish to apply to your query results.
Operator
Use the Operator field to identify the type of filter you want to apply to your query. Selecting “Between” from the Column list requires entry into the Value 1 and 2 fields.
Value 1 and 2
Use the Value 1 and 2 fields to enter the value(s) of information for which you are searching. Possible value(s) within these fields are contingent on the value you selected in the Column list.
Notes:
The “Logical Dates” tab allows you to limit your query criteria by lengths of reoccurring time—this is especially helpful if you consistently run reports with the same queried information. Some examples of the Logical Dates include “Current Month Begin,” “Next Month End,” and “Previous Year End.”
If your selection criteria corresponds to a checkbox in the Work Order Data Export main window (e.g., Preventative Maintenance, UDFs, etc.) and you further limit your query using the Value field(s), enter Y to query values with a checkmark and enter N to query values with no checkmark.
If your selection criteria corresponds to a date in the Work Order Data Export main window (e.g., Promised Date, Promised Time, etc.) and you further limit your query using the Value field(s), enter the date(s) in YYYY/MM/DD format.
Step 3
In this step of the Query Builder window, you can associate your query results with a saved layout and save the query criteria as a template for future use.
Service Management > Inquiries > Work Order Data Export > Next> > Next>
Use saved grid layout
Place a checkmark in the Use saved grid layout box to indicate that you prefer view your query results in a previously established grid layout. You can select the established grid layout by using the dropdown menu. Not placing a checkmark in this box indicates you prefer to view the results of your query in the default grid layout.
Three save options:
Below the “Use saved grid layout” box are three selection options for saving your query criteria. Available values are:
Do not save now – Allows you to not save the query criteria, or save it later.
Save changes to the original query – Allows you to save the pre-defined query criteria, if you selected a preexisting query within the Step 1 window.
Save as a new query – Allows you to save your query criteria as a new query, if you selected a new query within the Step 1 window. This allows you to indicate whether you want to save the query for personal use or public use.
Step 4
Review Query Results in the main window
Service Management > Inquiries > Work Order Data Export
Once you complete Step 3, PENTA closes the Query Builder and opens the main window where you can review all work orders matching the query criteria you established in the Query Builder pop-up windows.
You cannot edit these fields; they are for display only.
You can customize this window according to your preference by positioning your cursor on the field title and dragging that field to the desired position. Additionally, if you wish to hide visible columns within this window, you can right-click and choose “Select Visible Columns” from the menu. Doing so launches a pop-up window listing all available columns. You can then use this pop-up window to indicate which columns are visible within the main window.
Line Items tab
Service Management > Inquiries > Work Order Data Export > Line Items tab
The Line Items tab allows you to view specific pieces of line item billing information corresponding to the query criteria you established in the Query Builder pop-up windows.
You cannot edit fields in this tab; they are for display only.
This tab displays line item information corresponding to your query:
Cost Types tab
Service Management > Inquiries > Work Order Data Export > Cost Types tab
The Cost Types tab displays a cost summary of the resource categories pertaining to the query criteria you entered in the Work Order Query Builder pop-up windows.
You cannot edit fields within this tab; they are for display only.
This tab displays Cost Type information corresponding to your query:
Customer Reference Codes tab
Service Management > Inquiries > Work Order Data Export > Cus Ref Codes tab
The Cust Ref Codes (Customer Reference Codes) tab allows you to view specific codes used for grouping cost or billing items together for invoicing or reporting.
You cannot edit the fields in this tab; they are for display only.
This tab displays reference code information corresponding to your query:
Purchase Order tab
Service Management > Inquiries > Work Order Data Export > Purchase Orders tab
The Purchase Order tab allows you to view specific purchase order information pertaining to the query criteria you established in the pop-up window.
You cannot edit the fields in this tab; they are for display only.
This tab displays purchase order information corresponding to your query:
Work Order Notes tab
Service Management > Inquiries > Work Order Data Export > Work Order Notes tab
The Work Order Notes tab allows you to view notes tied to the Work Orders that currently has focus in the top block of this window.
You cannot edit the fields in this tab; they are for display only.
This tab displays Work Order note information corresponding to your query:
Step 5
Export the Data
Click the toolbar’s Export Data button or navigate File > Export.
PENTA opens the Save Export File pop-up window, which allows you to save and export your queried information.
Use one of the following options to instruct PENTA what information to select and export:
All columns in default order (faster)
This allows you to export all columns appearing in the main window, according to their default order. You can also indicate the method by which PENTA exports all columns:
csv
Excel (exporting to Excel enables you to apply Excel functions to your data)
HTML Table
Text
Only visible columns, using the current grid arrangement (slower, .csv only)
This allows you to export only visible columns. This is useful if you used the main window to hide unwanted columns or rearrange columns. You can further indicate the method by which PENTA exports visible columns:
Current Row Only
Include Detail Information (very slow)
In the File Name field, identify a target location and name the file.
You can either type the information or use the Browse button and subsequent pop-up window to fill in this field.
Click the Save button.
PENTA saves the information you entered to your target location, exports data in the format you selected, and displays the results.