Complete a Work Order

NAVIGATION: ACTIVITIES menu > Work Order Entry

  1. Enter or select the Work Order No...the work order year will default to what the work order number is associated with.
  2. The work order will be displayed.  
  3. Verify that this is the correct Work Order and that it is assigned to the correct tenant.
  4. Date and Time
    1. Enter or select the Work Start Date and Time
    2. Enter or select the Date Completed and Time.
      1. Note:  The Date Completed must be greater than the current date or less than the Date Requested.
    3. Enter or select the Date Assigned if not already entered
    4. Leave the Bill Date blank
      1. Note:  The Requested By field must not be blank.
    5. If this is a billable work order, please refer to How to Complete a Billable Work Order
  5. General
    1. Check all applicable Boxes, i.e., if the GFI is checked on the Work Order, check that box
  6. Service Codes
    1. Review, edit or enter Service Code information for the work done. 
    2. Lines must drop down into the grid in order to be saved.
  7. Labor
    1. Select the Employee # and Tab
    2. Select the Service Code if tracking service codes by employee or leave blank
    3. Tab to the Date and enter or select the date the work was performed
    4. Enter the Start and End Time - make sure you have entered the appropriate A or P for Am or Pm
    5. The system will assign the number of hours worked or you may enter/edit the hourly information
    6. Tab until the entry is in the grid at the bottom
  8. Inventory: If inventory was not used, this are may be left blank. To add inventory enter this information:
    1. Enter or select an Item Number and Tab
    2. The correct Item Name should appear and the Warehouse should automatically fill in
    3. Enter the Quantity used. The cost should default to what is in the inventory file.
    4. Enter or select the Service Code or leave blank
    5. Tab until the entry is in the grid area
  9. Misc Materials
    1. Enter items that were purchased specifically for the job, if any. Leave blank if not applicable.
    2. Enter Item Number and Tab
    3. Enter Description
    4. Enter Quantity
    5. Enter Cost
    6. Enter or select a Service Code or leave blank
    7. Tab until the line is in the grid
  10. Comments
    1. Enter any Serial Numbers, Lease Violations, or Housekeeping Comments here
  11. Work Notes
    1. Enter any notes associated with the work that was completed
  12. Attachments
    1. If the work order was created from Inspections, the inspection report will kept here to be viewed or printed
    2. Click Add to add a document from a folder
    3. Click Scan New to scan in a document if applicable and scanner ability is available.
    4. Attachments can be edited, deleted or opened from the attachment tab
  13. Quick Link
    1. Go to Reports>>Print Completed Work Order Report to view the work order and the corresponding information from each tab on the work order entry
    2. Once all information is verified, go to Complete>>Close Work Order
      1. The system will perform an error check to assure that valid general ledger numbers will be interfaced
      2. If an error is detected, a message will be generated that will describe the error
      3. You should contact your Inventory or Fiscal Manager to review and correct the item, depending on the error. 

11/2021

NEED MORE HELP?  Submit a ticket to the Help Desk or call (814) 535-7810 or (800) 889-3388