This screen allows you to:
Post accounting work orders to a unit or view existing accounting work orders.
Before you begin:
Choose the Work Order Entry option from the Accounting Menu.
A work order is a charge to a unit for work performed. These entries will be printed on the owner’s statement.
There are two ways to post work orders. This screen is normally used to post completed work orders. Meaning, you did not need to track the work order’s progress you only want to enter the charge to the unit. All work orders can be entered using this option.
The Maintenance option on the Main Menu allows the tracking of a work order from the initial reporting of a problem to posting the work order charge to the unit. Refer to the Maintenance section for additional information on this method of work order entry.
You may wish to enter your work orders only once a month or once a week. You must at a minimum enter your work orders prior to running your owner statements, that is, if you want them to be on the owner statements.
If you enter multiple work orders in one session, you may want to add up the total work order amount prior to entry. The system will display a running total of the work orders you have entered for a session. You could then compare your total to the system total to help ensure the work orders were entered correctly.
Prompt descriptions...
Enter Transaction number, [New], [View] old entries or [Exit]:
To edit an existing entry, enter the transaction number. You may need to use the view option to determine the transaction number.
Click [View] to view work orders previously entered. The system will prompt for the beginning and last date to view, the unit to view or whether to view all units. After selecting the transactions that match your request, they will be displayed on a Reference Screen. Use your movement keys to view the work orders. You may delete a work order by selecting the work order. The system will display the work order and ask if you wish to delete the work order. If you delete a work order, the work order and its supporting general ledger transactions will be deleted. The system will return to this prompt.
Click [Exit] to exit this screen and return to the Main Menu.
Click [New] to create a new work order. The following prompts will be asked.
Enter Date of Transaction or [Exit]:
Enter the date of the work order. Click [Current] to use the current date. This date will be used to determine when the work order will be printed on the owner statement.
Click [Exit] to exit this screen and return to the first prompt.
Enter Description:
Enter the description of this work order. You are allowed a maximum of 30 characters and information is required. This description will be printed on the owner statement.
Enter Unit Number or Unit Address:
Enter the unit number this work order is for. The unit must exist in the system. You may use the unit address to retrieve the desired unit.
Enter Amount:
Enter the amount of this work order. This amount will be charged to the unit on the owner statement.
Enter opposing GL account number or [Select] from list:
If you have set the control file automatic work order posting option to ‘Yes’, this prompt will not be asked and the entire amount of the work order will be credited to the work order income account. The debit will be posted to the owners liability account and the following prompt will not be asked.
If you have set the automatic work order posting option to ‘No’ this prompt will be asked.
The message "Posting debit to owners liability." will be displayed above this prompt.
The credit account is normally the vendor who performed the work or your maintenance income account. Multiple credits are allowed.
Enter the general ledger account to credit.
You may click [Select] to display a list of all general ledger accounts. Use your movement keys and select desired account.
Enter amount to disburse or ‘Return’ to disburse balance:
The message "$XXX.XX" left to disburse." will be displayed.
You may make as many credit entries as needed to any established accounts. If you wish to make only one opposing credit entry, press <Enter> and the entire amount will be posted to the credit account entered above.
If you wish to disburse the work order amount to multiple accounts, enter the amount to disburse for the account entered and then you will be prompted for the next account to credit and the amount to credit. This cycle will continue until the entire work order amount is disbursed.
Enter Work Order Number:
Enter the work order number for this transaction. This number is for your reference and will print on the owner statement. A maximum of 6 numbers can be entered and information is required.
[OK], [Cancel] or [Show dist]:
Click on the field next to the item you wish to change and you will be asked its prompt. The system will ask this prompt again.
Click [OK] to accept the information entered. The system will return to the first prompt.
Click [Cancel] to abandon the information entered. The system will return to the first prompt.