How to process work orders

Work orders are a record of any work being required on a property. They are a way to send instructions to your creditors (tradesman), they all give you a permanent record of any work undertaken against that property. Using work orders properly also gives you access to a number of reports that can help you to organize and keep any eye on any outstanding work orders. Before you start using the work order area, it pays to set up the works order options. NOTE: Where an expense has been incurred for a property, this can be charged directly using the Payment Expense or Invoice Creditor transactions. Works Orders are only necessary if you want to track the progress of a job.

 

Setting Up Work Order Options:

 
  • Go to any property, right click and choose Work Orders
  • Click on Options - Top right hand corner

  • Select or unselect the options as you require
  • Owner Details: This will show the Owner name and phone number on the works order.
  • Key Details: This will show the key number and any comments you have for keys
  • Tenant Details: This will show the tenants name and phone numbers
  • Letterhead: If you are faxing or email, this will put your letterhead logo onto the PDF document.
  • Show Disbursement: If you have a disbursement amount entered onto the property edit screen, then it will show on the top of the works order.
  • Show C/- You can select Office address or Agent address. This will then put a postal address on the bottom of the works order, showing that the invoice is to be sent to your company, but uses Care of, to show that you are to have ordered and paid on behalf of the Owner.
  • When finished click save

 

The works order screen is controlled by a filter.

Current: Lets you see all works orders that are still open

Closed: Lets you only see the works orders that have been invoiced or closed.

All: Lets you see all works order for the property or creditor regardless or whether they are still open or not.

Note: You can now attach an Invoice from the Works Order screen as well as in the Property Diary.

  • Find the property that you require (you can also create a works order from the Creditor list)
  • Right click on the property and choose works order.
  • Click on Add

  • Select the creditor that will do this job by clicking on the drop down arrow
  • Select the action from the drop down list e.g Work in Progress
  • Important Note: Never select "Work Invoiced" from this list as it will override the invoice procedure, making Palace think the invoice has already been invoiced.
  • Scheduled Date: Normally this is left as today's date, however you can use this date to future date this job and use the scheduled maintenance report to show you things set for the future.
  • Estimated Cost: This allows you to set a cost that Palace will then ask you if you want to set a keep back against the property for this amount. This can be very handy as it will help ensure that you have the money you need once the invoice comes in.

  • Note: When you click Save it will ask you if you want to keep back "the amount of money you have put it estimated cost" If you say yes, then a reason box will pop up. Make sure you write a descriptive comment not just "to pay invoice" as this will come up when the invoice is being paid and you need to make sure you clear the correct keep back.
  • By having an amount in the estimated cost field it will remind you if you are over the disbursement level.
  • Works Order Description: Type the comments and instructions that you want to send to the Creditor (Tradesman)
  • Notes Tab: This just for internal use only. Will not show on works order.
  • Click on Save, once you have completed

Select the media options for the worksorder i.e Print, Email or SMS

NOTE: If you are choose SMS, you will need to edit the message to cut the message down from two texts to one.

Always check the disbursement level on the top of screen before proceeding with ordering the job. If the disbursement level is not showing in the works order screen, check on the property edit screen that you have entered an amount and have selected the tick box.

Disbursement Level: There is a warning built into the system for exceeding the disbursement level.

  • The disbursement level is added into the Property Edit screen, make sure you select the tick box
  • The warning is linked to the estimate field in the Work Order screen

  • If the estimated cost is more than the allowed disbursement it will give you a warning

  • You can choose to cancel the works order until you get permission to override the warning.

 

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