Jobs Maintenance - Creating a Work Order

Jobs Maintenance - Creating a Work Order

Info
This article is part of the Jobs Maintenance section.
Find all related articles here:
 
Once you have created your job and contacted the contractor to check they are happy to accept the job, you will want to create a Work Order to formally instruct them to complete the work.

Before you start

Before you create and send out Work Orders, there are a few things that need to be set up:
  1. Work Order template
    1. There is a standard Work Order template included in the software.
    2. If you would like a custom Work Order template please contact CPL Support to discuss your requirements.

  2. Work Order Email Property
    1. This is configured in System - System Parameter - Email Properties
    2. For more on Email Properties see this article: Email Properties - List of Keywords for Each Email Type

  3. Priority Codes
    1. This is configured in System - System Parameter - Priority Codes.
    2. For a full guide to setting up Priority Codes, see this article: Creating Priority Codes for Jobs

Finding your job

To find a job you have already created:
  1. Navigate to the Jobs Maintenance tab

  2. Use the filters at the bottom of the screen to search for your job

  3. Double click, or highlight the entry in the grid and click Amend, to open the job

If you have completed Stage 1, your job will open on the Stage 2 screen ready for you to create your Work Order.


Stage 2: Create Work Order(s)

Info
Jobs from Estimates, Proposed Works or Cyclical Maintenance come straight in at Stage 2.


The Stage 2: Create Work Order screen will allow you to enter specific details about the job to send to the contractor.

  1. Job Date & Job Time – this is automatically set to today’s date but you can change it to when you are instructing the contractor to begin the work.

  2. Priority – choose a Priority Code from the dropdown to let the contractor know how urgent the job is.

  3. Due By Date & Due Time - setting a priority will auto-populate these fields to let the contractor know when the work is due.

  4. Confirmed – choose what method you used to confirm the job with the contractor from the dropdown.
    1. You can add copies of the confirmation to the Documents tab.
    2. You can configure what method this box defaults to with the "Job Order Stage 2 Confirmed By Default" System Setting.

  5. Action – select No if you just want to record the information and take no further action.

  6. RAMs Required – select Yes if a Risk Assessment and Method Statement document needs to be submitted for the job.

  7. Target Amount – enter an amount if the contractor or Property Manager has suggested a cost for the job

  8. Contractor – displays contractors that have been recently used, but you can use the binoculars to search for others.
    1. You may see some warnings advising you that the selected contractor is not approved for the Job Type or Development.
    2. You can click Yes to ignore these warnings and proceed.
      Expand to see warnings
      (1) This is configured on the Job Type dropdown on the Purchase Ledger account.



      (2) This is configured on the Approved Contractors tab on the Development.


  9. Phone & Email - these will be populated once you select a contractor. If they aren't populating, you may need to add the details on the PL Account.

  10. Next User – select which user will pick up stage 3. This user will receive notifications when the next stage is due.

  11. Also Email Work Order To Clients – if ticked, a copy of the Work Order will be sent to the client(s) when it is sent to the contractor.

  12. Description – you can press the F5 button on your keyboard to select a Standard Description, or enter free text. 

    Alert
    You must make sure that your text fits within the bounds of the Description box. If it does not, it may not fit on the Work Order template.

Creating the Work Order

  1. Once you have entered all the details click Create Work Order.



  1. If you have the "Job Warning Limit" System Setting enabled, or you have set a Job Warning Limit against a property/apportionment, you will see an additional pop-up asking if the Work Order is authorised.



    Click OK to confirm.

  2. A pop-up window will confirm that the Work Order has been created and provide you with the Order Number.



    Click OK to dismiss the confirmation.

If RAMS is not required, the status will change to JIP - Job In Progress and you can continue to send out the Work Order.

If you have ticked Yes against RAMs Required then the Job status will change to RR - Rams Required and you will need to send an email to your contractor asking them to complete and return the RAMS document(s).

Requesting RAMS

Notes
You can enable/disable this feature with the "Jobs Enable RAMS" System Setting.

You may want to send out RAMS (Risk Assessment and Method Statement) documents for the Job if it is dangerous and requires the contractor to confirm they have assessed the risk before undertaking any work.

To do this:
  1. Click the Email RAMs button


  1. You will be asked for confirmation that you want to send RAMS email. Click Yes to proceed.


    • Related Articles

    • Jobs Maintenance - Completing a Work Order

      This article is part of the Jobs Maintenance section. Find all related articles here: Jobs Maintenance 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 ...

    • Jobs Maintenance - Sending Work Orders

      This article is part of the Jobs Maintenance section. Find all related articles here: Jobs Maintenance Sending Work Orders Once you have created a Work Order and sent RAMS documents, you are ready to send the Work Order to your contractors. This can ...

    • Jobs Maintenance - Job Statuses

      This article is part of the Jobs Maintenance section. Find all related articles here: Jobs Maintenance Below is a list of all possible Job statuses. Code Description Notes CAN Cancelled Jobs will change to CAN when the Cancel button is clicked at ...

    • Jobs Maintenance - Creating a Job

      This article is part of the Jobs Maintenance section. Find all related articles here: Jobs Maintenance Before you start Before you create a new Job, there are a few things that need to be set up: Job Types This is configured in System - System ...

    • Jobs Maintenance - Reporting

      This article is part of the Jobs Maintenance section. Find all related articles here: Jobs Maintenance Reports There are several built-in reports that you can use to keep track of Jobs. These can all be accessed by selecting Reports - Jobs Reports ...