Completing the Maintenance Task 

When the work has been completed for the Maintenance Task, you will need to enter the Completion Details of the Maintenance Task to make it Inactive (meaning completed). First, open the Maintenance Task that you wish to close, from the Maintenance tab in the Toolbar. 

To access the Completion Details function, click Completion Detailsfrom the Maintenance Task screen:



Scheduled Completion: The Scheduled Completion date is linked to the Urgency field on the Maintenance Task Screen.

Actual Completion: Enter the date the Maintenance Task was completed by the Tradesperson.
 
When a date is entered into the Actual Completion field and you click elsewhere on the screen, the  box will automatically untick, indicating that the Maintenance Task has been completed. To make the task active again, remove the Actual Completion Date, and click elsewhere on the screen. 


Invoice Paid: Enter the date the Tradesperson’s invoice was paid for the Maintenance Task.

Tenants Confirmation: Enter the date the Tenant confirmed the work was completed. 

Works Completed: Enter the details the Tradesperson gave you regarding the work that was completed from the invoice. This will record the history of the Maintenance Task.

GL Batch No: Is used to code the Work Order to a particular General Ledger account which forms part of an extract to MYOB.

Invoice #: Enter the invoice number provided by the Tradesperson.

Scan Reference: The Scan Reference field is an auto-generated number required for General Ledger Exports to TechOne for the Salvation Army only.

Time Spent (Mins): Is used if you have an internal Tradesperson completing the Maintenance Tasks and you want to record how much time was spent in completing this task. If you have external Tradespeople completing Maintenance Requests, leave this field blank.


Completed Satisfactorily?: Tick the Completed Satisfactorily box to indicate if the work was completed to your Organisation’s satisfaction.

Confirmed for Payment: Tick the box when your Finance team have confirmed the payment can be made.
Reporting Fields - Problem, Cause, Remedy. (Access Only)

The Maintenance Task screen has 3 reporting fields in the Completion Details section of the screen:



If you wish to report on these fields, select a Problem, Cause and Remedy from the droop down lists. 

More options can be added to these drop down lists via System Maintenance> Reference Tables:

Cause: To add and remove options from the Cause drop down list, select 'Cause' from the Reference Table list.
Problem: To add and remove options from the Problem drop down list, select 'Problem' from the Reference Table list.
Remedy: To add and remove options from the Remedy drop down list, select 'Remedy' from the Reference Table list.

Adding Costs to a Maintenance Task

The cost fields are used to estimate costs and record how much the Maintenance Task actually cost your Organisation.



Estimated Cost: Can be entered when creating the Maintenance Task. Enter the Estimated cost of repairing the item. Press <TAB> on your keyboard to show the estimated GST (10% in Australia & 15% in New Zealand).

Budget Cost: Can be entered when creating the Maintenance Task. Enter the Budget Cost of repairing the item. Press <TAB> on your keyboard to show the estimated GST (10% in Australia & 15% in New Zealand).
Actual Cost: Enter the Actual cost (including GST) of repairing the item once the work have been completed by the Tradesperson.  Press <TAB> on your keyboard to show the estimated GST (10% in Australia & 15% in New Zealand).

Creating a Property Transaction from a Maintenance Task

When a Maintenance Task has been completed, you may want to cost the Maintenance against the Property. 

To create a Property Transaction, click . The Transaction Type should display as

 
Chintaro will advise you the Property Transaction has been created 



The Property Transaction will now appear in the Property Transactions ledger on the Property Record.


Create a Property Note from a Maintenance Task


When a Maintenance Task has been completed, you may want to record a Property Note with the details of the completed task. 

To create a Property Note, click . 

 

The Note Type should display as 

Chintaro will advise you the Property Note has been created




The Maintenance Note will now appear in the Notes section of the Property Record



Double click on the Note to open the details of the Note, which will include the Works Requested & the Works Completed fields. 


Copy this Maintenance Task


You have the ability to copy the Maintenance Task to other Properties if you are creating a number of Maintenance Tasks that are the same. 

To copy the Maintenance Task to other Properties, click The Copy Work Order pop up box will appear, where you select the Property & the Inventory Item to copy the Task to.

After selecting a Property & Inventory Item, click Update.

A pop up box will appear, asking if you are sure you want to copy the Maintenance Task. Click Yes to copy the task to the selected Property.



Another pop up box will appear, asking if you want a new auto-generated Order Number for the new Maintenance Task. Clicking Yes will generate a new order number for the new task, and clicking No will keep the order number of the Task that is being copied.

 


The copied task will now appear in the Maintenance search screen, in the Maintenance function of the Property, and in the Incomplete Maintenance Task Status Bar on the Home Screen.

Maintenance Task Additional Functions

The Maintenance Task has a number of functions at the top of the screen.  

 


 

SMS Tradesperson: Is used to SMS a Tradesperson directly from the Maintenance Task.


SMS Tenant: Is used to SMS a Tenant directly from the Maintenance Task.


Forecast Task: Is used to make the Task a Forecast Task. 


Task Details: Is used to see the default view of the screen.


Completion Details: Is used to enter the completion details of the Maintenance Task, when the work has been completed by the Tradesperson.


Add New Task: Is used to add a new Maintenance Task to the system.

 


Update: Can be used if you are entering information in to a Maintenance Task, and you want to save the changes you have made.


Click here to view next Solution: How to delete a Maintenance Task