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).
You can create a Maintenance Task in one of 3 ways:
The first way to add a new Maintenance Task is from the Manage Maintenance Tasks search screen. Click the button at the top of the screen.
The second way to add a Maintenance Task is to click the quick link in the Toolbar.
The third way to 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).
The first thing you'll need to do is select the Property that the Item is located in from the Property drop down list. Once you have selected a Property, other fields will become Active.
Instructions: The Instructions section is where you enter the details that will tell the Tradesperson what the issue(s) is. You can make this as detailed as you would like, and hold down <CTRL> & <Enter> for a new line.
Access Instructions: The Access Instructions section is where you will add any specific instructions related to accessing the Property. If there are no specific Access Instructions leave this field blank.
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.
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.
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 Maintenance Task 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
If you select New Word Document, a Microsoft Word Template will open with the information entered in to the Maintenance Task
Requesting a Quotation for a Maintenance Task
If you are requesting a quotation for a Maintenance Task, click in the Action section
The Send Work Order To button now 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’.
In the Action section, enter the Status of the Maintenance Task
The Task will display as Active, indicating that it is open, and has not been completed