Jobs Maintenance - Completing a Work Order

Jobs Maintenance - Completing a Work Order

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This article is part of the Jobs Maintenance section.
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Once you have sent out a Work Order to the contractor, the Job moves to Stage 3.

Stage 3: Complete Work Order

After the contractor has completed the job, you can mark the Work Order as completed.

To do this:
  1. Navigate to the Jobs Maintenance tab.

  2. Find your job in the grid. If Stage 2 has been completed, it will open at the Stage 3: Complete Work Order tab.

  3. Enter completion details that will have been provided by the contractor:
    1. Contractor & Description - these details will have pulled through from Stage 2.
    2. Arrival On Site Date & Arrival On Site Time - when did the contractor arrive on site to complete the work.
    3. Job Completion Date & Job Completion Time - when was the work completed.
    4. Time Taken - this will calculate automatically based on what is entered above.
    5. See Invoice – you will only be able to use this feature once you have recorded an invoice as received.
    6. Job Completed –  Click Yes if the job was successfully completed


  1. Click the Complete Work Order button





  2. Click OK to dismiss the confirmation and close the Jobs window.

  3. The status will change to CAI - Complete and Awaiting Invoice.

  4. The Stage 3 screen will also update with details of the user who completed the Work Order.

Recording an invoice received

Jobs at CAI status will only be marked as fully complete once an invoice has been submitted by the contractor.

There are several ways to record an invoice as received. Once you have done this the job status will change to EXC.

Purchase Ledger Transactions

Follow the steps in the Purchase Ledger Transactions guides to post a Purchase Invoice against a Job.

In-Tray

Follow the steps in the In-Tray guides to link an invoice to a Job in the In-Tray.

Blockworx

If you are using Blockworx, the job will be marked as completed when the contractor submits their invoice through Blockworx.

This eliminates the need to manually mark it as completed at Stage 3.

For more information regarding invoices submitted through Blockworx, see: Working with Blockworx Contractors - Proposed Invoices.

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Once an invoice has been linked to a job you can open the job and click See Invoice on the Stage 3 tab to see the PL Transaction Invoice Details and Hold File Details for that invoice.
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You can unlink a scanned invoice, but you cannot link a new one. If you post the wrong invoice against a Work Order, please contact CPL Support to have it corrected.

Completing a Job Internally

There may be times when you want to complete a Job and archive it, but not require that it be invoiced. If you cancel a Job there is no audit trail, so instead you can mark it as Completed Internally.

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This option can only be used for jobs at JIP or CAI status.

To mark a job as Completed Internally:
  1. Navigate to the Jobs Maintenance tab.

  2. Find your job in the grid. If Stage 2 has been completed, it will open at the Stage 3: Complete Work Order tab.

  3. Click the Complete Internally button.



  4. The job status will update to INC (Internally Completed).
    1. These jobs will no longer show on reports as outstanding.

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Jobs at INC and EXC status are Archived in the main Jobs Maintenance tab, so you will need to tick Archived or All on the search filters to locate your job once it has been marked as completed.

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