Creating a Work Order

Work order screen

The works order screen is controlled by a filter with the following options:

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 orders for the property or supplier regardless of whether or not they are still open.

Creating a work order

  • Find the property that you require (you can also create a works order from the Supplier list)
  • Click on the drop down on the right hand side and choose works order.
  • Click on Create New (Top right hand corner), a new screen will open:
    Work_order_1.png
  • Select the supplier that you want to send the work order to by clicking on the drop down arrow (if creating the work order under supplier choose the property the work order is for)
  • Select the action from the drop down list e.g Work in Progress, Authority Granted, Quote Required etc

Important Note: Never select "Work Invoiced" from this list as it will override the invoice procedure, making Palace assume the job 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 jobs scheduled for a future date.
  • Estimated Cost: This allows you to set an estimated cost. If you enter an amount here the Keepback Estimated Cost option should ideally be set to Yes to create a keepback
  • Keep back Estimated Cost: If you say yes here, another field will appear asking to for a reason for the keep back. This will then show on the property Edit screen and will alert you when you come to pay the invoice. (This money will be kept back on any Owner payments for this Owner)
  • Works Order Description: Type the comments and instructions that you want to send to the Supplier (Tradesperson), this field must not be left blank
  • Notes: This just for your internal use only. Notes do not show on the works order, ideal for informing an Admin person that the Tenant is to be charged.
  • Click on More, and select your option. i.e Preview, Email or text (NOTE: If you are choose SMS, you will need to edit the message to cut the message down from two texts to one.)
  • Click on Save & Close

Disbursement Level: There is a warning built into the system for exceeding the pre-set disbursement level. It will show on the work order screen by the Estimated Cost field

  • A disbursement level is added into the Property Edit screen (make sure you set the status to On)
    Work_Order_2.png
  • 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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