4.10. Workorders

Workorders are provided to assist you in managing your maintenance staff by keeping track of their work. Basically Workorders are a way to setup tasks, manage them, and keep everything organized for your employees and trades people. This allows you to create work that have dates, statuses, priorities, price and so on.

You can then generate a number reports on this information to give to your superintendent to work and coordinate from, to your employees, and so on. Reports can be generated based on a number of criteria (example: List all workorders for a specific building grouped by building unit and so on).

STEP 1: Enter general info

To create a Workorder, go in the Workorders menu and click New.

In the upper part of the screen, fill the information about the work to be done. Note that there are many Statuses to choose from in the dropped down menu so you can keep the specific history and state of where of the work. Once back in the main screen of the Workorder menu, you can filter the list of workorders according to their Statuses, etc.

STEP 2: Enter accounting info

In the Accounting section of the Workorder, enter the cost of the effort, choose a Category from the drop-down list that best describes the type of work (or create a new custom one) and enter the Payment Due Date.

This is done because when you create a Workorder, the software will by default (you can turn this off in the Preferences menu) use this information to automatically create a Suggested Accounting Entry for you so that you don't have to re-enter it in a second time in the Accounting section. Although the Workorder creates a Suggested Entry for you they are not linked for safety reasons just like the Lease and Scheduled Entries aren't linked. Therefore if you make a change in one, it will not affect the other. For example, it's possible that a workorder is only partial paid, paid late, reimbursed, never paid, adjusted, never completed, and so on. Hence, we strongly suggest you rely on the Accounting system for the correct accounting totals and not the workorders.

STEP 3: Enter association info

From the dropped down list, choose the Vendor who is the one that will be responsible for the work, as well as the Tenant and Building and/or Unit they will be dealing with.

Once saved, the workorders will also appear in the tabs Workorders under the Vendor, Building, etc. sections of the software because the data is cross-referenced. For example, this workorder will be list for the tenant Lesy Samuel in their Workorders tab.

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