This screen allows you to:
Enter the initial request for a maintenance work order or edit an existing work order. You may also acknowledge the work order and assign the work to a person or vendor.
Before you begin:
Choose the Log Initial Work Order option from the File submenu on the first screen of the Maintenance system or choose the [Enter New Work Order] button on the first screen.
This option is used to establish a new work order. The status of the work order can be ‘Entered’ and ‘Assigned’ during this first step or it can just be entered. An ‘Entered’ work order means the work order has only been keyed into the system, the person or vendor who will perform the work has not been notified of the work order.
The status ‘Assigned’ status means the work order has been keyed in and the person or vendor who is to perform the work has been notified of the work order.
Prompt Descriptions...
Click on [Select], [Edit], [Template] or [Exit]:
Enter unit number, unit address or [Exit]:
Enter the unit number this work order is for. The unit must exist in the system. You may retrieve the desired unit by typing in the unit address or the unit number into the text box. Click on [Exit] to exit this new work order and return to the first prompt.
To edit an existing entry, click on [Edit] and enter the work order number to edit. The system will display the work order and proceed to the modification prompt.
Click on [Template] to select from a list of templates.
Click on [Exit] to exit this screen and return to the Maintenance Menu.
Enter the Category for the work order:
You must choose an option from the select list. You cannot create a category "on the fly". The categories are stored in Work order information of your Control file. You will be able to search by category and list work orders by category too. A common category is "P" for plumbing. You might want to have a miscellaneous category for services that are difficult to categorize.
Enter date reported:
Enter the date the problem was reported. Pressing <Enter> will use the current date.
Enter time reported:
Enter the time the problem was reported. Pressing <Enter> will use the current time.
Enter reported problem:
Enter the reported problem. You may select "Manual text" from the pop-up window. You are allowed a maximum of 50 characters. You may also choose the automated method of selecting pre-entered words that are stored in your Work order information of your Control file. Highlight a word that appears in the pop-up window and press <Enter>. The next group of words to select will become available in a new pop-up window. This method was designed to save you time when entering the same type of problems and tasks for many different units. The location of the problem such as which room in the house or villa, the item broken and the generic problem can be filled in with an easy click and typing is not necessary. These word groups are stored in the Work Order Information area of your Control file.
Enter the code for who reported the problem:
Buttons may include: [Owner], [Guest], [Hskping] for Housekeeping, [Maint] for Maintenance, [Inspector], [PM], [Other].
Click on the your selection or use movement keys to highlight and press <Enter>.
Enter your initials:
Enter your initials. This information can be useful if questions arise about the work order.
Enter general comment:
If desired, you may enter any general comment needed. You are allowed a short paragraph. Press <Enter> when finished. A small gray button to the left of the "General Comment" label allows you to review this if you have typed more than one line of text or 54 characters.
Enter status: [Entered] or [Assigned]:
Click on [Entered] if you are entering a work order that has not been assigned to an individual or vendor. Entered work orders are usually [Assigned] at some future time.
Click on [Assigned] if you are assigning the work order to an individual or vendor.
Problem given to:
This prompt is only asked if the work order was [Assigned] or the control file is set to ask the problem given to for [Entered] work orders.
Enter the problem given to code. These codes should be standard codes established by your company. By establishing standard codes you are able to view or print information for the selected codes.
[OK], [Quit], [Show others], [Unit Notes], [Category], [Print] or [Owner]:
To modify any of your choices, click on the field you would like to change and retype your entry or select from the select button and menu.
Click [OK] to accept the information entered. This would record the work order. The system will return to the first prompt.
Click on [Quit] to abandon any changes that were made. If this is a new work order the [Quit] option will abandon the information entered. The system will return to the first prompt.
Click [Show other] to see other information regarding the Unit. Press return to get rid of other information screen or right-click your mouse.
Click [Unit Notes] for options: To see all notes for the record you are viewing choose [All], view notes of the specified category choose [Category], write a quick note, click [Quick note], reconcile notes for this record select [Reconcile] or maintain notes with the [Maintain] button.
Click [WO Notes] to maintain work order notes.
Click [Category] to show work orders of the same category.
Click [Print] to print out a copy of this work order.
Click [Owner] to go to owner information for the unit the work order is about.