Adding a Work Order
Follow the following steps to raise a Work Order:
Find the Property and click the Work Order icon and click the Menu button (or right-click) and select New. *
Enter the Work Order details:
Contractor - the Contact who will progress the work
Property - the Property where the work will take place, this will pull through useful details for the Work Order such as Account Balance, Management Type, Contact / Tenant (defaulted to the Tenant/Landlord of the Property) and Tenancy End Date.
Subject
Details
Added By - this is automatically entered but can be changed to another User
Assigned To - this is automatically entered but can be changed to another User
Estimate - you can store an estimate for the work
Reference - store a reference
Type - the type of issue i.e. heating
Due Date
Priority
Status - enter the status as applicable:
Estimate - used when you've requested an Estimate from a Contractor.
Pending - used when you've raised a Work Order but need approval from the Landlord before you continue.
Outstanding - The Work Order has been allocated to a Contractor and they are now progressing the work.
Completed - The Contractor has completed the work and you are now waiting for the Contractor to send in their invoice.
Closed & Billed - used when you've received the Contractor's invoice and have processed it (i.e. deducted funds from the Landlord to pay the Contractor) See the Bill Received screen
Archived - can be used for old Work Orders that have been raised that didn't turn into Work Orders
Completed Date
Click Save or Save & Close.
A prompt will appear asking if you want to email the Work Order to the Contractor this also provides options to copy the Landlord and Tenant. Clicking yes will display the following screen. Select the options and then click Send. If you choose No you can perform this later by clicking the Send Work Order icon.
Optionally, you can tailor the information you include in the Work Order and Email that you send to the relevant parties:
You can choose not to attach the Work Orders to Landlords / Tenants in File → Configuration → Site/Branch → Property Management
→ Attach PDF When Emailing Work Order to Landlord / Tenant
Tenant details can be suppressed from the Work Order with different levels of information. The information defaults to show Name, Telephone and Email but can be configured in File → Configuration → Site/Branch → Property Management → Work Order Show Tenant Details by selecting from the following options:
Full
Name and Telephone
Name
None
* You can quickly raise a Work Order without having to find the property first from the Main tab → New Items → Work Order.
This can later be billed using the Bill Received icon.
Assign a Work Order reference will make it easier to find the Work Order later because the Find screen for Work Orders has an option to search on Word Order Reference
Home Page reminders are created for each Work Order Status.