Once you have added at least one General Inventory Item to a Property, and added a Tradesperson to perform the Maintenance, you can create Maintenance Tasks (Work Orders) to send to contractors.
TABLE OF CONTENTS
- Creating a new Maintenance Task
- Maintenance Task General Information
- Maintenance Task Instruction Fields
- COVID19 Questions
- Maintenance Task Dates and Order Numbers
- Requesting a Quotation for a Maintenance Task
Creating a new Maintenance Task
You can create a Maintenance Task in one of 3 ways. The quickest, and easiest way to way to add a new Maintenance Task is to click the quick link in the Toolbar.
You can also create a Maintenance Task from the Manage Maintenance Tasks search screen, by clicking the button at the top of the screen, or you can create a Maintenance Task is from the Inventory Item screen. Enter the Inventory Item screen (from the Property record) and click the quick link in the Toolbar. (When clicking Add Maintenance Task from the Inventory Item screen, some fields will be populated from the information in the Inventory Item record).
Maintenance Task General Information
Maintenance Task Instruction Fields
Tradesperson Alerts/Instructions: The Tradesperson Alerts/Instructions field is where you are able to enter any information that you need to alert the Tradesperson to, about the Tenant or the Property. The Property Alerts and Client Alerts displayed on this screen will not automatically be shown on the Work Order, as there may be sensitive information in these alerts that is not relevant to the Maintenance Task itself. If you are required to alert the Tradesperson to potential dangers, enter the information in this field.
Chintaro SQL has the ability to answer a series of commonly asked COVID19 questions, and have those answers populated in the Work Order for your Tradesperson's safety. Victorian Chintaro users who have Department owned houses MUST complete the questions and populate the answers on the DFFH templates provided. *The DFFH Template that includes the COVID19 fields is attached to the bottom of this solution*.
Clicking the COVID19 button will show the questions:
Tick the box if the tenant's answer is yes, and leave unticked if the answer is no.
The merge fields that relate to each tick box are numbered are contained in the Maint.txt file, and correspond to the question number, for example:
Question 1 in Chintaro has a merge field of <<Covid1>>
Question 2 in Chintaro has a merge field of <<COVID2>> , etc.
If you require assistance with setting up your work order template, please contact firstname.lastname@example.org
Maintenance Task Dates and Order Numbers
Reported: Enter the date that the Maintenance Request was reported to you.
Scheduled Start: Enter the date that you believe the Maintenance will begin.
Actual Start: Will be entered when the Tradesperson starts on the Maintenance Task.
Scheduled Completion: Will appear with a date once the Urgency field is entered.
Order #: Your Organisation’s reference number for the Maintenance Task. This numbering system for your Maintenance Tasks can be modified by adding/removing prefixes and selecting a number to begin with in System Maintenance> Preferences> Maintenance> Work Order Prefix Number.
Tradesman’s (SC) Order #: The Tradesman/Sub Contractor’s Order Number will be entered when the Maintenance Request has been completed.
Maintenance Task Related Links
The Related Links section allows you to keep information that is stored on your computer network and link it to a Maintenance Task (See Solution: Related Links).
Sending the Maintenance Task to a Tradesperson
Once you have entered the General Information, Instruction Fields and Dates for the Maintenance Task, you will select the Action to take to send the Work Order to the Tradesperson:
From the Action section, you have 3 options:
- Send the Work Order to a New Word Document, where the Work Order will open in Microsoft Word allowing you to view and edit the document before saving or printing, or
- Email the Work Order directly to the Tradesperson’s default Email address listed, or
- Send the Work Order straight to the Printer.
Select the option you wish to take by ticking the relevant box. Click
Requesting a Quotation for a Maintenance Task
If you are requesting a quotation for a Maintenance Task, click in the Action section and the Send Work Order To button will displays as
Click Send Quote Request To
The Microsoft Word templates that are used to create the Work Order and the Request for Quote are similar, except the request clearly states that this is a Request for Quote, and says ‘Please Provide a Written Quote’ instead of ‘Works Requested’.