Creating and Editing Work Orders
Creating and Editing Work Orders
To create or edit work orders:
Select Vendors > Work Orders. If you are using universal navigation, click Payables > Work Orders > Work Order.
Select an association or choose All Associations.
Select a vendor or choose All Vendors in the Vendor field.
Click the New button to create a new work order or click any information (i.e., created date) on an existing work order to edit.
For new work orders, select a Category and Maintenance Item from the Work Order screen, or click Skip to proceed.
For billable items, the Homeowner – Billable Responsibility screen appears with a disclaimer regarding billing of the homeowner. Click Continue to proceed with a billable item, click New Request to start over, or click Cancel to close.
Fill in or edit the required fields:
Work Order #: Populates automatically upon saving.
Type: Type of work to be done, location, etc. Examples are Clubhouse, Common Area, Light Out, Plumbing Issue, etc. These selections are populated from the System > Drop Down Options/Work Order Type screen. If you are using universal navigation, click Settings > General > Drop Down Options.
Status: Default is Open.
Description: Work to be done.
Estimate Total
Due Date
Follow-up Date
Work Location: Default is the current property. If this is a new work order, a work location must be assigned (e.g., a common area like the clubhouse).
Click the Select Homeowner (Search icon) to clear the field and add a different homeowner. Click Yes on popup to continue substitution or No to cancel.
Click the or Common Areas (Search icon) to unlink the current homeowner and select a common area instead. Click Yes on popup to continue substitution or No to cancel.
Contacts: Add additional contacts by clicking New (A). It can be anyone, such as someone who is going to let in the repair technician. The contact can be saved as an additional contact.
Work Assigned To: Assign the work to a vendor that is already set up.
Vendor Contact
Attachments: Upload attachments.
Work Order Notes: Add if desired.
Public: Check if this work order will display on the website.
Click the Save button. Once saved, a work order number is assigned. The work order will now show up in the homeowner’s work order list.