Maintenance Items
Maintenance Items
The Maintenance screen is used to define a maintenance item's responsibility, vendor, and approval criteria for a specific association.
To create maintenance items:
Select Portfolio > Maintenance Items. If you are using universal navigation, click Tasks > Action Items > Maintenance Items.
Select the association.
To copy from an existing Maintenance Item template, click Copy From Template.
On the Copy From Template popup, select the Template and click Copy.
If items under a similar category from the copied template are already present, the Copy From Template – Existing Items Found popup will display.
Select the appropriate option and click Continue.
If a new category is needed, click +Add New Category on the Maintenance screen.
On the Add New Category popup, select a category from the Select Existing Category dropdown or enter a new category in the or create a New Category field. Click Save.
On the Maintenance screen, select the checkbox next to an item and edit as needed. To add rows, enter the number in the More Items field and click Add. To remove lines, select the checkbox next to the item to be removed and click Remove.
Item Description: Enter a unique description for the item. For example, “Grass/Mowing”.
Responsibility: Select the party responsible for the item. Set up under System > Drop Down Options/Drop Down List: Portfolio Responsibility. If you are using universal navigation, click Settings > General > Drop Down Options.
Pre-Approved: Only enabled if Association is selected in the Responsibility field. Select the checkbox if the selected Vendor is already approved and further approvals are not required for assigning the work order. The work order is automatically dispatched to the selected vendor.
Vendor: Only enabled if Association is selected in the Responsibility field. Search for and select the vendor.
WO Type: Only enabled if Association is selected in the Responsibility field. Select the work order type to populate the Vendors > Work Orders screen for the maintenance item. If you are using universal navigation, click Payables > Work Orders > Work Order.
Display Note: Required if Homeowner is selected in the Responsibility field. Enter a note to display with the maintenance item. For example, “Homeowner is responsible for maintaining flower beds”.
Click Save.