Estimates
See Help Document #766 Maintenance Module-Work Orders for the most up-to-date information. If you are integrated with Inosio for work orders please also see R-931 Inosio Integration Guide.
This function lets you record a work order and track it through the various stages until completion. From the Invoice function in Payables you can select a work order and turn it into an invoice.
A printed work order document can be created for the vendor. The account billing information can be completed. Thus when turned into an invoice only the invoice number may be needed.
A work order can be turned into an invoice by clicking on the Invoice speedbutton. As much information as is available will fill into the invoice form.
To delete a workorder, select it from the Find List, then click the minus button on the bottom line.
There are four folders for entering information: Problem Report, Vendor Assignment, Account Billing, Asset and Warranty.
ID
The ID must be a unique identifier. The application generates an ID consisting of year, month, day and an algorithm generated four letter suffix. You may change the ID by double clicking in the the field and entering your own identifier.
Long Description
Use this field to identify the work order. For example, ‘2118 Oak leaky faucet’ or ‘Garcia 2118 Oak’. When you select the unit in the Site field, the unit short ID will fill in automatically. You can double click in this field to fill in the unit long description.
Status
You can modify the status as work progresses so that reports you run will reflect current conditions. Certain statuses require that other fields be entered. The different statuses are: Unassigned, Assigned, Estimate, Out for Bid, Approval Pending, Vendor Notified, In Progress, Completed, Invoiced, Resolved, Hold, No Action Taken, Deferred, Not Approved.
A work order with a status of Completed can be used to create an invoice in the Invoice function. At that point the status will be changed to Invoiced.
Problem Report
Priority
Enter the priority for getting work started on the job.
Reported
This date field defaults to the system date. Change it to the date actually reported if appropriate.
Reported By
This is a freeform optional entry field.
Phone Number
This is a freeform optional entry field for the phone number of the person in Reported By.
Problem Description
Use this freeform required field to explain the problem as reported or investigated.
Insert Time and User Initials
Inserts the day, date, time and user initials into the problem description field at the point where the cursor is placed.
Site
Select the unit affected from the Find List. If the unit you select has a Cost Limit defined in the Unit Profile, a message will appear asking if you wish that limit copied to the Cost Limit field on the Vendor Assignment folder. Selecting a site will put the unit ID in the work order long description. To change to the unit long description, double click in that field.
Show Alerts
Displays any maintenance alerts associated with the unit. Examples are Home Warranty, Preferred Vendors, Service Contracts. The text of the alert can be copied to the clipboard or the comment in the alert can be copied to the clipboard. If it is copied to the clipboard it will also be copied into the problem description field of the work order.
Tenant
Select the tenant involved (if any) from the Find List.
Ledger
Based on the unit/tenant selected, the owner is displayed in this protected field.
Notification
Notification Required
By marking this checkbox you can toggle the entry. If marked , the tenant name, cell, daytime and nighttime phone number are inserted in the name field. If the tenant name plus the phone # fields are too long to fit, the nighttime phone will be left off.
The tenant name fills in from the Contact filed in the tenant profile. If blank, it fills in from the first line of the permanent address field. A maximum of 54 characters will fill in. The priority is up to 20 characters of the contact; up to 20 characters of the cell, between 14-20 characters of the day, between 1-20 characters of the night. Each field has a maximum of 20 characters. When the field is fewer than 20, more of the next in line can fill in.
Vendor Assignment
Maintenance
Select the Maintenance Type (optional) from the Find List. The type can be defined by you in the Maintenance Type function. If you have preferred vendors for plumbing, painting, yard work, etc., you can define a maintenance type to choose from which will fill in the Vendor and Bill Code fields.
Vendor
Select the vendor from the Find List. If the vendor is not on the list, use the folder button to bring up a blank vendor profile so you can add to the list.
Authorized by
This is a freeform optional entry field. Double clicking in this field will fill in your User initials.
Phone
This field is for the Authorized By phone number if applicable.
Serviced By
This is a freeform optional entry field.
Estimate
The vendor’s estimated cost to perform the work. If an amount is entered here it will be withheld from the owner’s distribution check. Work orders with a status of Hold, Invoiced, Resolved, Not Approved Deferred and No Action Taken are not included – the estimated amount will not be withheld.
Cost Limit
This field fills in from the Unit Profile if one was defined there, or you can enter an amount (optional).
Total
The total amount from the line items entered on the Account Billing tab fills in this protected field.
Tracking
Tracking dates can be changed as events occur. Dates are maintained for Reported, Vendor Notified, Required By, Work Started, Work Completed.
Work Description
A freeform unlimited entry block for describing the work the vendor has performed.
Create Statement Note
Clicking this button will copy the Work Description to the Unit Note, marked Append to Statement. From that Unit Note screen you can also choose to Append to Ledger or Append to Manager.
Time/Initials
Clicking this button will insert the Day, Date, Time and User initials into the Work Description field beginning at the cursor position.
Special Instructions
Anything entered here will print on the Vendor Copy and File Copy of the invoice.
Performance Evaluation
Rating
One of six rating classes can be chosen from the Find List. In addition, there is a comment area for performance evaluation related notes.
Account Billing
Multiple line items can be associated with a work order. Each line item has its own bill code and dollar amount. To enter additional line items click in the area below the last line item entered. The total amount of all line items entered will be displayed on the Vendor Assignment page in the total field.
The line items are used to fill in an invoice when one is created from a work order.
Bill Code
Select the Bill Code from the Find List.
Amount
Enter the amount for the Bill Code chosen.
Asset and Warranty
This folder is used to record information about assets (capital items) and in-warranty equipment items. You can view the asset’s repair history and the site repair history by clicking the appropriate button.
If you choose an asset information about the asset will print as part of Problem Description in the work order report.
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