General Tab Tasks Create Work Order
This task is used to create a 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.
All fields with an asterisk * are required fields and you won't be able to save the WO until these fields have entries.
All the appropriate Maintenance Setup Tables discussed at Work Detail have been setup with the maintenance definitions of your company.
Vendors, and In-House Vendors if applicable, have been added at Vendor Detail.
A Management Company, Maintenance Company or any of your communities have their Send Bill To Address set at System Administration > Accounting Setup - Export Information Setup.
Household Detail General Tab Tasks Create Work Order
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Work Detail New Work Order 
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Work Detail General Information 
Work Order Summary Create New Work Order
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Maintenance Detail 
General Information Create New Work Order
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Community Detail 
Maintenance Maintenance History, Task Tracking, Item Tracking Tasks Create New Work Order
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Building Detail 
Maintenance Maintenance History, Task Tracking, Item Tracking Tasks Create New Work Order
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Unit Detail 
Maintenance Maintenance History, Task Tracking, Item Tracking Tasks Create New Work Order
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Amenity Detail 
Maintenance Maintenance History, Task Tracking, Item TrackingTasks Create New Work Order
Reported Date - The reported date will default to today's date, 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.
If the Allow Time Entry on Dates is selected at System Administration > Maintain Lookup Tables - Business Constants, you will also need to set the time of day the Request or Problem was reported.
The Reported Date is sensitive to your local time zone based on where the Community is located (Community Detail > General Information).
Community/Co - select the community, maintenance company or management company the Work is to be done for.
A community, management company or maintenance company will be selected when this task is started with a Community/Co in context or with a community selected when started from Community Detail, Building Detail, Unit Detail or Amenity Detail.
A Management Company is added at System Administration > Management Offices, and has a Send Bill to Address assigned at System Administration > Accounting Setup > Export Information Setup using the Add Management Company Export Information using the Maintain Send Bill To task.
A Maintenance Company is added at Vendor Detail as an In-House Vendor, and has a Send Bill to Address assigned at System Administration > Accounting Setup > Export Information Setup using the Maintain Send Bill To task.
Community that has a Send Bill to Address assigned a System Administration > Accounting Setup > Export Information Setup using the Maintain Send Bill To task.
Building/Unit - select a building or a unit for the work is to be done.
A building will be selected when this task is started from Building Detail.
A unit or amenity will be selected when this task is started from Unit Detail or Amenity Detail, respectively.
If the work applies to the entire site or community, then leave this selection as None.
If a an occupied unit or amenity is selected, details of the current tenant will be listed.
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.
This flag will default to the setting on the Household Detail > General tab for the household in the selected community and unit.
If the Work Order is for an entire Community or a Building, this flag will default to Yes.
The words "Permission to Enter Unit" will appear on the printed Work Order.
Resident Scheduling Note - enter a note specific to scheduling issues with the tenant living in the unit.
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.
Alerts - any alerts regarding the community, building, unit and/or amenity that has been selected will be displayed in this data window.
Alerts can be added to Communities, Units and/or Households that will appear on a Work Order when it is being created or maintained. Alerts allow you to display more information about a Community, Unit and/or Household that would be useful to the individual working with the Work Order.
Alerts come from User Codes added at System Administration > User Codes that have the “Show as Alert on Work Orders” parameter is selected.
Alerts will display on a Work Order for a community, unit and/or Household when these User Codes are added to that location at the respective User Code tabs under Community, Unit or Household Detail.
Alerts will also come from the Vendor Detail > Vendor Locations tab when a Vendor’s liability and/or worker’s compensation insurance has expired.
Alerts will also come from the Community Detail > General tab when the community the Work Order is for has been designated as being “Over Budget”.
Alerts will also come from System Administration > Maintenance Setup - Location Item Definition, when a selected Location Item has a Deficiency with an Alert Condition (Alert, Lead Paint, Asbestos) set for it.
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.
A list of Quick Start Work Order Templates and Problem Templates will be displayed. Select the Quick Start Template to create the Work Order from.
Deselect the Defined parameter to see all Quick Start Work Order Templates and Problem Templates, not just the ones specifically defined for the selected Location Area (Community, Building, Unit or Amenity)
Quick Start Work Orders are generally for tasks that occur frequently and easily defined. Each Quick Start Work Order is a single problem to be addressed.
Quick Start Templates are not filtered by the maintenance source selected when creating a new Work Order. All Quick Start Templates associated with the selected community will be available.
The Reported By (Source) of either Resident or Staff Request selected above will be overridden by the Source of the Template selected as the Quick Start.
If the Source of the template had been set to "All", then the Reported By selection above will remain in effect.
After selecting a Quick Start Template, skip down to Step 13.
Select the Location in the area where the Work is to be performed.
Deselect the Defined parameter to see all Locations and not just those defined for the selected Location Area (Community, Building, Unit or Amenity).
Locations are added/maintained at System Administration > Maintenance Setup - Locations.
Locations are defined for the Location Area you are in on the Maintenance Definition tab for Community, Building, Unit and Amenity.
Select the Location Item that the work is done on or in.
Deselect the Defined parameter to see all Location Items and not just those defined for the selected Location.
Location Items are added/Defined at System Administration > Maintenance Setup - Location Item Definition.
Location Items are related to Locations by their Location Type at System Administration > Maintenance Setup - Location Type Items.
Locations are defined for the selected Location in its Location Area you are in on the Maintenance Definition tab for Community, Building, Unit and Amenity.
Select whether or not this Work Order is for a reported Problem or a Request for something.
For Problems:
Select the Problem or Deficiency that the Work Order is being create to fix.
Each Location Item is given Deficiencies at System Administration > Maintenance Setup - Location Item Definition in the Deficiencies data window.
For Requests:
Select the Request or Task that needs to be done to meet the Work Order's request.
Each Location Item is given Tasks at System Administration > Maintenance Setup - Location Item Definition in the Tasks data window.
For both Problems and Requests, if it is in a Location Item's Definition, a tick mark will display indicating that it is and Emergency or a Health and Safety Issue.
Select whether or not the Work Order should be considered an Emergency.
If the Problem (Deficiency) selected has been set as an emergency on the System Administration > Maintenance Setup - Location Item Definition table, then this parameter will already be selected.
If the Work Order Template a work order is created from has the emergency indicator set there, then this parameter will already be selected.
Select an Additional Check to be performed along with this Problem or Request.
An Additional Check a Line Item added to a Work Order for additional things to check. This list is populated from Additional Check Templates created under System Administration > Maintenance Setup.
If there is only one Additional Check Template it will be selected by default. You can remove the additional check from any particular Work Order if you don't want it to be included.
If there are more than one Additional Check Templates, then you will need to select the one you wish to include.
More Additional Checks can be added manually on the Additional Checks step of this task below.
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.
If a Task does not have a skill selected or a Deficiency does not have a default task with a skill or a Deficiency doesn't have a default task assigned to it, then the Skill becomes a drop down list that you can select a skill from.
Enter a Description specific to this initial line item of the Work Order.
Click Next to save the initial details of the Work Order and to modify the Work Order further as necessary.
A Work Order number will be displayed with a prefix as defined on the System Administration > Maintain Lookup Tables - Business Constants table.
The Work Order Number can be modified as necessary.
You will receive an error message if you try to use a Work Order Number that has already been used.
Set the Priority of the Work Order by selecting either High, Normal or Low from the drop down list.
When the Priority of the Work Order is set to anything but Normal, that status will display on the Printed Work Order.
Set the Work Order Code for the Work Order.
A Work Order Code is a way of classifying the Work Orders and Inspections created in your application. These codes are added/modified at System Administration > Maintenance Setup - Work Order Codes.
You can search for Work Orders and Inspections based on this Work Order Code with the Find Work popup.
Maintenance Reports (Reports > Select Reports) can run by this Work Order Code.
The initial Work Order Line Item that was created on the previous step will be displayed. You can:
Change the Sort Order for the Line Item.
Change the Task to any of the other Tasks available for the selected Location Item.
Enter a Time Estimate in hours and minutes for how long the task is expected to take.
This time estimate will default to what has been set for the selected Task on the System Administration > Maintenance Setup - Location Item Definition table.
Modify the Line Item Description from what was entered on the previous step.
If the Work Order Line Item is completely incorrect and you want to start again, you can click the 
Action button to delete the selected Work Line Item.
Click the More... link in the Detail column to see and modify more details about the selected Work Order Line Item. From here you can change the:
Sort Order
Location
Location Item
Task
Description and
Time Estimate
To Add Work Line Items, click the Add Work link. From here, you set the:
Sort Order
Location - location of where the work is to be done. This will default to the Location of the first line item the Work Order was created for.
Location Item - the Item that the work is to be performed on. This will default to the Location Item of the first line item the Work Order was created for.
Task - what work that is to be done.
Enter any Notes about the Work Line Item as necessary.
Time Estimate - This time estimate will default to what has been set for the selected Task on the System Administration > Maintain Lookup Tables - Business Constants table.
To Add Material Line Items, click the Add Material link. From here, you set the:
Sort Order
Location - location of where the item belongs. This will default to the Location of the first line item the Work Order was created for.
Location Item - the Item that the material is or is part of (the item or a component). This will default to the Location Item of the first line item the Work Order was created for.
Select a Material from the list of available materials.
The list defaults to only materials for the selected item. Materials are related to Items either on the System Administration > Maintenance Setup - Materials table or on the System Administration > Maintenance Setup - Materials that go with Items or Materials that go with Tasks tables.
You can also filter the list of materials to be of only the same Material Type of the selected Item. Material Types are assigned to Materials on the System Administration > Maintenance Setup - Materials table and Material Types are added/maintained on the System Administration > Maintenance Setup - Material Type table.
Select Non-Standard, if the material to be added to the Work Order isn't standard to your database. With this parameter selected, you can type anything into the Material field.
Set Source of the material to None or Vendor
If set to None, the Source will be set later.
If set to Vendor, select a vendor from the drop down list. This vendor list can be filtered by "Only vendors of this material type" and/or "Only vendors for this community". Deselecting both of these parameters will give all vendors available in your database.
If a Default Vendor has been defined at System Administration > Maintenance Setup - Materials, that vendor will automatically be selected when the material has been selected. The selected vendor can be changed if necessary.
Size, Color, Model and Unit Price will be populated if those attributes have been defined for the selected Material on the System Administration > Maintenance Setup - Materials table. Any one of these attributes can be modified.
Enter the Quantity of the material to be obtained.
Enter any Notes about the Material Line Item as necessary.
Click OK to add the Material Line Item or click Cancel to close this popup without adding the Material Line Item.
After a Material Line Item has been added, it can be changed by any of the available fields on the tab or on the More... link popup.
You can also click the Action button to delete the selected Material Line Item.
After all the appropriate Work and/or Material Line Items have been added to the Work Order, click Next to move onto the next step of the task.
If enabled at System Administration > Maintain Lookup Tables - Business Constants, Additional Checks will be the next step of the task. Otherwise, skip to Step 30 below to schedule the Work Order.
If you are finished with this Work Order, click Save and Add Another to complete this Work Order and start the task to add another Work Order, or click just Finished.
If you had selected an Additional Check on the first step of this task, that check will be listed here.
Change the Priority of the Work Order by selecting either High, Normal or Low from the drop down list.
Change the Work Order Code for the Work Order.
A Work Order Code is a way of classifying the Work Orders created in your application. These codes are added/modified at System Administration > Maintenance Setup - Work Order Codes.
You can search for Work Orders based on this Work Order Code with the Find Work popup.
Maintenance Reports (Reports > Select Reports) can run by this Work Order Code.
Change the Skill necessary to perform the Additional Checks
Change the Time Estimate to perform the Additional Checks
You also can:
Change the Sort Order for the Additional Check Line Item.
Change the Deficiency to any of the other Deficiencies available for the selected Location Item.
Modify the Line Item Description from what was entered on the previous step.
If the Additional Check Line Item is completely incorrect and you want to start again, you can click the Action button to delete the selected Additional Check Line Item.
Click the More... link in the Detail column to see and modify more details about the selected Additional Check Line Item. From here you can change the:
Sort Order
Location
Location Item
Task and
Description
To add more Additional Check Line Items, click the Add Item link. From here, you set the:
Sort Order
If this check is a Health & Safety Issue, select either:
TBD - To Be Determined
NLT - Non-Life Threatening
LT - Life Threatening
N/A - Not Applicable
If this check is not a Health & Safety Issue, leave as None.
Location - where the Additional Check is to be performed
Location Item - the item that the Additional Check is to be performed on
Deficiency - the specific Deficiency the Additional Check is meant to find.
Description
Click OK o add the Additional Check Line Item or click Cancel to close this popup without adding the Additional Check Line Item.
After an Additional Check Item has been added, it can be changed by any of the available fields on the tab or on the More... link popup.
You can also click the Action button to delete the selected Additional Check Line Item.
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.
If you are finished with this Work Order, click Save and Add Another to complete this Work Order and start the task again to add another Work Order, or click just Finished.
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.
To Schedule the Work Order now:
Set the Planned Start Date, which is the date you want the work to begin
Select the Appointment Block that the Work Order is to be scheduled in.
Appointment Blocks are maintained on the System Administration > Maintenance Setup - Appointment Block table.
The number of available Appointment Blocks is set on the System Administration > Maintain Lookup Tables - Business Constants table.
Set the Due Date, which is the date you want the work to be finished by.
The Due Date can be set to calculate automatically based on settings in the System Administration > Maintenance Setup - Maint Source Defaults table. From this table, by the source of the Work Order, you can default the number of hours after the planned start date you want the work to be done by. You set a different number of hours, if the Work Order is set as being an emergency.
Select to either schedule the Work Order with a Staff Member (System Administration > Employees) or a Vendor (Vendor Detail > Vendor Locations)
Use the Quick Find drop down list to search for a Staff Member or Vendor by typing in their name. As you start typing the name, you will be brought to the closest match of what you are looking for.
If Scheduling with a Staff Member:
The list of Staff Members is initially filtered down to only those staff who have the skill necessary to perform the work (Match on Skill). Deselect this parameter to see all available staff.
The list of employees includes those that have the Maintenance Crew Employee Flag selected at the System Administration > Employees. A Staff Members skills are set here.
The list of Staff is also limited to those Employees who have access to the community the work is to be performed at. This Access is set at System Administration > Employees.
Select one or more staff members to schedule the Work Order with.
As you select each staff member, you will see that person's current work load for the Planned Start Date of the Work Order so that you can make a judgment on whether or not they can take on this work.
Each Appointment Block on an employee’s schedule will show the percentage of time in that Appointment Block is allocated. If the percentage is more than 100 % (employee is over-scheduled), the block will show as red.
As you hover over each Appointment Block, you will see a Info Bubble with details behind the work to be done in that block.
When work is scheduled, you will see the Work Order and/or Inspection Numbers.
A Staff Member's Regular Work Hours are defined at Employee Calendar > Regular Work Hours. For Appointment Blocks that an employee does not work in, the block will show as 100% scheduled, and the Info Bubble shows as it being "Non-Work" time.
If the staff member is out for Vacation or an Other Reason, the Info Bubble will include those details.. An employee's time off is scheduled at Employee Calendar > Scheduled Time Off 
.
Click on the forward and back hours or select a different date to see the work load for other days.
If Scheduling with a Vendor:
The list of vendors is initially filtered down to only those vendors who have the skill necessary to perform the work (Match on Skill). Deselect this parameter to see all available vendors.
A Vendors skills are set at Vendor Detail > Vendor Locations.
Select a Vendor to perform the work.
When scheduling a Vendor, the next step of the task will be to select a staff member to be present with the vendor, if necessary.
Click Next to move onto the next step of the task.
If you are finished with this Work Order, click Save and Add Another to complete this Work Order and start the task again to add another Work Order, or click just Finished.
If you scheduled the Work, then the next step will be to Dispatch the work.
Select Yes or No to the question: Would you like to dispatch now?
If Yes is selected:
Select which Printer you want to send the Work Order or Inspection as well as any other documents to go along with the Work Order or Inspection.
Your list of printers will include all the printers available from your computer, as well as, an Adobe PDF option and FAX (if available).
Set the Location/Ship to Address to be included on the Printed Work Order. When dispatching an Inspection, setting the Location/Ship to Address is not necessary/available.
You can prefill the address from the Community Address (Community Detail > General tab) or the Unit Address (Unit Detail > General tab), if the Work Order is for a Unit).
You can set the default of whether to normally use the Community or Unit address as your Location/Ship To Address on the Community Detail > General tab.
Update any of the address details as necessary.
If No is selected, just click Next.
Click Next to move onto the next step of the task.
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.
Select Yes if you do want a staff member present.
Select the staff member to be present.
As you select each staff member, you will see that person's current work load for the Planned Start Date of the Work Order so that you can make a judgment on whether or not they can take on this work.
Click Next to move onto the next step of the task.
If enabled on the System Administration > Maintain Lookup Tables - Business Constants table, the next step of this task will be to Attach Documents.
Click the links to add a File or Scan attachment to the Work Order.
If Document Imaging has not been enabled for your database or your Access Role (System Administration > Define Access) does not have access to this functionality, you will just click Next to go to the next step of the task.
Click here to for a description of the Manage Attachments step of this task.
Attachments added through this task will be available on the Work Detail > General Information - Work Order or the Maintenance Detail > General Information tabs to view and/or maintain.
Click Next to move onto the Print Options step of the task.
If you are finished with this Work Order, click Save and Add Another to complete this Work Order and start the task to add another Work Order, or click just Finished.
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.
Click Save and Add Another to complete this Work Order and start the task again to add another Work Order, or click just Finished.
Maintenance Detail > General Information