ERP Training of

Execution Module

Execution Module
What ever work we are executing at site as per our BOQ, tender Terms and conditions i.e. as per our
Planning Module we have created activities and Sub activities.
Master: Execution Approval Master
Execution Approval Master: This form shows the rights at different locations for work orders,
instructions etc.

Variation: Engineer Instruction:

This form is used for extra item or for variation item to increase the qty as per instruction of Engineer (
i.e. client ) and it shows in activities in variation qty.
Variation: User Entered Variation:
These are non payable activities.
 User Entered Variations

Work Awards:
Work Orders:
There first WO of the job is a system created WO. No Accounting entry will be generated on the R.A
Bill of such first WO.
Apart from this there are 3 types of WO.
1) Item Rate
2) Lump sum
3) Departmental Labour.

Item Rate WO
Create W.O from Location Site
This is activity based W.O. We choose the sub activities and link in respective work order (awards).
Insert W.O
Name of Work
Type of Work Order
Mobilization Advance if any and Recovery detail
Retention: % or amount based
Account No.
Etc and Post the record.
Awards: Click awards Tab.
We can link the number of sub activities as per our requirement. Then Post

We can see the total amount of Work Order in unapproved amount for all the activities.

To check the approval Status Press F5 (refer Execution Approval Master)

M.B Entry: The M.B entry of work orders in hard copy (Measurement Book) same we are doing in ERP system
in Execution Module in form Progress: Progress Validation.
 Item Rate Work Order
Progress: Progress Validation:
We can do Progress validation for unapproved work orders also but we can not create Sub Contractor bill of
unapproved work order. Some tips for progress validation

Select the work order no.

Put validation date.
Retrieve the data.
Insert Record by pressing + F9
Then select the task from Red Tab (The progress validation is done on task only), If you have not created
the task / sub task ,you will be unable to see that task (even the work order will be approved).
Post the record and compare the rate of selected task is matching with your task (there may be some wrong
selection of task also).
Then go to component validation: Where we actually enter the data against that sub activity. If the Item is
selected Steel then goes to steel component validation also for diameter wise validation of steel activity.

Amendment of Work Order is possible through instructions Tab:

Instructions: Through this tab we can make instruction (i.e. change/amendment) e.g. Instruction No.
1 Change of Scope. Then go to award and select the sub activity to which you want to change Qty or
Rate.
The total change of amount will show in unapproved W.O value.
Once we make the instruction the complete Work Order will be treated as unapproved in ERP
system.

Lump Sum Work Order: The lump sum type W.O can be created in ERP system, this may be IDC
based (Indirect cost) or Direct cost based

Lump Sum Work Order

How to create L/S W.O:

Insert record
Name of Work order and Sub contractor (if the sub contractor is not registered the name of sub
contractor will not show in ERP)
Type of W.O Lump Sum
IDC based Yes or No ( if YES there is no need of activity/sub activity)
Modules based on Percentage or Amount based ( most of the cases select amount based easy for
progress validation).
Then put the W.O value in unapproved value
Account No. Link with appropriate a/c.
Then post the record
Modules: In LS W.O we have created Module may be one ,two, three etc.
If IDC based is NO, then we have to link at least one sub activity in each module through awards
(IDC no W.O may be Item rate type of W.O but due to nature of activity we are using this).
Progress Validation: For IDC based No the progress validation same as for item rate W.O.
Progress: IDC validation
IDC based YES progress validation in IDC Validation form

IDC validation

Amendment of Work Order is possible through instructions Tab:

Instructions: Through this tab we can make instruction (i.e. change/amendment) e.g. Instruction No.
1 Change of Scope. Then go to award and select the sub activity to which you want to change Qty or
Rate.
The total change of amount will show in unapproved W.O value.
Departmental Work Orders: This type of work orders are used for external plant hire and repair slips
(Used at work shops or Plant Engineers).

Departmental Work Order for external plant hires

How to create Departmental W.O:
Insert record
Name of Work order and Sub contractor (if the sub contractor is not registered the name of sub
contractor will not show in ERP)
Type of W.O Departmental
Nature of W.O: General: For external plant hire, labour.
Repair: For repair slips
Start Date: Date of start of W.O
Retention:
Account:
If we select plant hire then go to PNM Rates Tab. and put the approved rates from CMS, for labour
go to Labour Rates Tab. and put the approved rates from CMS.
Progress Validation: Periodic Consumption: External Plant Utilization and Project Labour
Consumption
If the W.O is Plant hire charges then we use form Periodic Consumption: External Plant Utilization:
Enter the utilization of plant activity wise for required hours.
 Periodic Consumption: External Plant Utilization

Periodic Consumption: Project Labour consumption

If the W.O is Labour hire then we use form Periodic Consumption: Project Labour consumption:
Enter the utilization of labour activity wise for required hours.
Amendment of Work Order is possible: We can amend the W.O by directly Edit the W.O and the increased
value of W.O at unapproved value and Post the record. The work order will be pending till approval from the
authorties.

Important Reports:
1. Work Awards: EXEC 1.5 Sub Contractor Register
2. Progress: EXEC 2.2 Work order wise Progress validation
3. Progress: EXEC 2.4 Measurement Book
4. General: EXEC 6.1 Approved status for unapproved Documents
Closure of Work Order :

Once the Final Bill is prepared for any WO, the status of such WO becomes "Ready for closure". Project
in charge needs to approve the same from Approval of documents form and once the same is approved
the status of such WO becomes closed.

Important Information:

 While preparing WO engineer should ensure that expenses. Account is linked with WO. (Except
Department WO which are auto linked). If the same is not linked, no accounting entry will be generated
on RA Bill preparation. In case wrong account is linked or no account is linked, the same can be linked
by Accountant form Accounts Module as shown in Account Manual. ( Ref page 185 – 194 of Accounts
Manual)
 Only after the bill is approved from both levels RA Bill will show Accounted Status. Accounting entry will
be generated on next day of approval on timer Basis. e.g., Bill is approved on 9.10.08 than accounting
entry (PJV / SCB) will be generated on 10.10.08.
 Engineer needs to send following closure confirmation for Jan 09 to be sent by 10th Feb 09.
1) MB closure
2) SC Bill closure
3) Sundry Payment/deduction closure.
The closure confirmation to be sent to d.bedi@gammonindia.com by an email.
  Approvals:

Document Level Responsibility

WO 1 Site Engineer
Instructions / 2 Site Engineer
Additional WO 3 SC cell (HO)
  4 CMS (up to 1 Crore)
  5 HUPC (Above 1 Crore)
     
MB NO Approval
SC Bill 1 Site Engineer
  2 Site In charge .
     
Sundry Payment / 1 Site Engineer
Deduction 2 Site In charge .
     
Sundry Payment / 1 Site Engineer
Site In charge (up to 1
Deduction 2 Lakh)
  3 CMS (Above 1 Lakh)
     
Closure of WO 1 Site In charge .