Before you begin:
Go to the Control File in the Files Menu and select Work Order Information. Each screen item description will be discussed instead of each prompt. This is a slight variance from the normal explanation method and is done due to the uniqueness of the control file options. When modifying an item, the prompt will closely resemble the screen item description. It is not required that you use work orders in RMS. If you want to use and track work orders you must set up the work order information.
Work order categories:
Enter categories or types of work orders you want to track in your system. What type of maintenance will you do for your owners? Some examples might be: Bulbs and filters, Carpet, Electrical, Appliance or Lawn. Your categories must be 15 characters or less. Bulbs and filters would have to be "Bulbsnfilters" or just "Bulbs" for one category and "Filters" as another.
Auto display work orders with matching category:
Click [Yes] if you want work orders from the same category to display when you log an initial work order. This feature helps you to track repetitive problems and eliminate duplicate work orders.
Click [No] if you do not want work orders from the same category to display when you log an initial work order.
# months to show matching category work orders:
Enter the number of months work orders will be automatically displayed by category. After this number of months, they will not be included in the list that pops up and is displayed when you are logging in an initial work order.
Auto prompt descrip to owner at complete WO:
Click [Yes] if you want to review the description the owner reads when completing the work order. The description to owner field will be highlighted, prompting you to review and edit if needed.
Click [No] if you do not want this prompt.
Auto prompt actual problem at complete WO:
Click [Yes] if you want to review the actual problem before completing the work order. The cursor revisits the field where you typed the actual problem. The text is highlighted for your review.
Click [No] if you do not need this prompt.
WO Description to Owner:
Choose [Reported] if you want the description printed on owner statements to be from the owner description field on the work order screen.
Click on [Actual] if you want the actual problem typed on the work order to print out on the owner statements.
Click on [Neither] if you do not want a work order description on your owner statement.
WO Problem Given to:
If you are using work orders, you must create a list of people or vendors to assign the problems to. When you enter a work order the "problem given to" will be required. Type in the person or vendor you will assign the problem to and press <Enter> on your keyboard. When you are done creating your list, enter in an empty box. The cursor will step to the next field.
WO Reported Problem Locations:
What parts of the house or property will you be working in for each particular category of maintenance work order? This feature is designed to save you time when creating your work order by matching up a category to a room or part of the house. For example: If you have a category for "Bulbs" you would want to enter all locations where you may need to replace a bulb such as Kitch=kitchen, Din=dining room, Hall=hallway, MB=master bedroom and so on. Enter locations for each category. The label will display the category you are entering locations for and it will change to the next category after you press <Enter> into an empty field, telling the system you are finished with that category.
WO Reported Problem Items:
Enter the potential problems for each category. The label will reflect the category of problems you are entering in the field. Enter a blank field to finish a category and step to the next category. An example problem for the category of Bulbs might be "bulb". An example of a problem for the category of appliances might be coffee pot, dishwasher, icemaker etc.
WO Reported Problem Problems:
Enter the more specific problem in this field. If the category is bulb and the problem is the bulb then the problem’s problem is it needs to be changed so you would enter "change" in the problem problems field. If the category is appliances and the problem is the dishwasher then the problem’s problem is it’s broken so you might enter "broken" and you might enter "replace" for another entry.
WO Reported Problem Actions:
Enter the action you may take to fix the problems associated with each category. Examples to enter may be "change", "replace", "install" or "clean" depending on the problem or the category. Be as generic as possible.
Last minute resv WO reported by:
The last minute reservation work order for the last minute reservation can be automated. It is automatically created when the reservation that is being made falls in the last minute reservation time-frame. This feature is designed to allow you to notify your cleaning and/or maintenance staff of an arrival that may not have been included in a previously rinted arrival report, and thus may need some items attended to prior to the last minute arrival. Choose the settings for "reported by " for the automated last minute work order.
Last minute resv WO problem given to:
Choose the default setting of "problem given to" for the automated last minute work order.
# days to qualify last minute resv:
Enter the number of days before arrival from the date the reservation is booked that qualifies it as a last minute reservation. This number of days will also apply to a change in a reservation. A reservation changed within this number of days before arrival is also a last minute reservation.
Last minute resv WO category:
Define what you would like to call the last minute work order category. For example you might like to call it "LASTMINUTE".
Location of WO call-in files:
This is a system setting that is only applicable with the Call-in-System software. This setting should not be altered without the assistance of Advanced Management Systems.
Stall time for call-in files check:
This system setting is only applicable with the Call-in-System software. This setting should not be altered without the assistance of Advanced Management Systems.
Call-in error output default:
This system setting is only applicable with the Call-in-System software. This setting should not be altered without the assistance of Advanced Management Systems.
Call-in output file name:
This system setting is only applicable with the Call-in-System software. This setting should not be altered without the assistance of Advanced Management Systems.