Create New Related Work Order

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This task is used to create a Work Order that is related to an existing Work Order that can be used to track work on communities, buildings, units and/or amenities.  AP Invoices can be received against completed Work Orders under Accounts Payable Detail.  If the work is done by or requested by an in-house vendor, then the Work Order can be billed to a community under Maintenance Company Detail.  Inspections are created with the Add New Inspection task.

 

When a Work Order is created from this task, the Reported Date, Community/Co., Building/Unit, Reported By, and Permission to Enter columns will default to how these were completed on the original Work Order the new one is created from.

 

If a Project (Maintenance Detail > Projects) does not already exist, a new Project will be created automatically to group the 2 Work Orders together in the same Project.  If the original Work Order is already in a Project, then the new Work Order created from this task will automatically be added to that Project.

 

All fields with an asterisk * are required fields and you won't be able to save the WO until these fields have entries.

Prerequisites to complete task correctly.

How do you get here?

Work Detail General Information Work Order Summary Create New Related Work Order

or

Maintenance Detail General Information Create New Related Work Order

To Add a new Related Work Order:

  1. Reported Date - The reported date will default to the Reported Date this Work Order is created from, but can be changed to any date in the past.  This is the date Request or Problem was reported by the resident or staff, not necessarily the date the Work Order is created in Property Manager.

  2. Community/Co - select the community, maintenance company or management company the Work is to be done for.

  3. Building/Unit - select a building or a unit for the work is to be done.

  4. You can use the Household Search button to find the household you wish to create the Work Order for.  After making your selection, the Community/Building/Unit fields will completed based on your selection.

  5. Reported By - Select whether the Problem or Request was reported by a resident or a staff member.
  6. Permission to Enter - set to Yes or No on whether you have permission to enter the unit to complete the work.
  7. Entered On and Entered By - the date and user name of who is creating the Work Order is displayed and cannot be changed.  This is the date the Work Order is entered into Property Manager.

  8. Alerts - any alerts regarding the community, building, unit and/or amenity that has been selected will be displayed in this data window.

  9. Select Quick Start? to create the initial Work Order Line Item from a Problem Template or Work Order Template designated as being available for Quick Start Work Orders.  If this Work Order is not to be created from a Quick Start template, skip to Step 10.

  10. Select the Location in the area where the Work is to be performed.

  11. Select the Location Item that the work is done on or in.

  12. Select whether or not this Work Order is for a reported Problem or a Request for something.

  13. Select whether or not the Work Order should be considered an Emergency.

  14. Select an Additional Check to be performed along with this Problem or Request.

  15. The Skill necessary for correcting the problem or handling the request will be displayed.  The Skill is assigned to each task created for the selected Location Item on the System Administration > Maintenance Setup - Location Item Definition table.  Deficiencies inherit a Skill based on the Default Task assigned to the Deficiency.

  16. Enter a Description specific to this initial line item of the Work Order.

  17. Click Next to save the initial details of the Work Order and to modify the Work Order further as necessary.

  18. A Work Order number will be displayed with a prefix as defined on the System Administration > Maintain Lookup Tables - Business Constants table.

  19. Set the Priority of the Work Order by selecting either High, Normal or Low from the drop down list.

  20. Set the Work Order Code for the Work Order.

  21. The initial Work Order Line Item that was created on the previous step will be displayed.  You can:

  22. To Add Work Line Items, click the Add Work link.  From here, you set the:

  23. To Add Material Line Items, click the Add Material link.  From here, you set the:

  24. After all the appropriate Work and/or Material Line Items have been added to the Work Order, click Next. to move onto the Additional Checks step of the task.

  25. If you had selected an Additional Check on the first step of this task, that check will be listed here.

  26. You also can:

  27. To add more Additional Check Line Items, click the Add Item link.  From here, you set the:

  28. After all the appropriate Additional Check Line Items have been added to the Work Order, click Next. to move onto the Schedule step of the task.

  29. On this step you can Schedule when the Work Order will/should be done.  If you are not ready to schedule the Work Order at this time, just click Next, Save and Add Another or Finished, as appropriate, and the Work Order can be scheduled later.

  30. To Schedule the Work Order now:

  31. Click Next to move onto the next step of the task.

  32. Select Yes or No to the question: Would you like to dispatch now?

  33. Click Next to move onto the next step of the task.

  34. If the Work Order has been scheduled with a vendor, the next step is to select a staff member to be present when the vendor is on site.  If not, skip to next step.

  35. Click Next to move onto the next step of the task.

  36. If enabled on the System Administration > Maintain Lookup Tables - Business Constants table, the next step of this task will be to Attach Documents.

  37. Click Next to move onto the Print Options step of the task.

  38. The Print Options step will allow to print out the Work Order, as well as any documents included in the “Work Order: Create Work Order” document group at System Administration > Maintain Documents - Maintain Document Groups.

  39. Click Save and Add Another to complete this Work Order and start the task again to add another Work Order, or click just Finished.

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