Work Order Automation
To set up work order automation, go to the ‘Preference’ window
under ‘Jobs/Assets’
Within this window, you can set which process you would like
included in the automation
You can also set which user is assigned new jobs by default
The default ‘Jobsheet’, ‘Quotation’ and ‘Purchase Order’
sheets can be selected from here
Once you have set the defaults in the ‘Preference’ windows
you will need to configure your user settings
Go to the ‘User List’ and double click on the user you wish
to set defaults for. Then click on ‘Work Orders’
Once you have set the defaults, click ‘Save’
Now when you enter a work order, ‘Work Order Automation’
will be active
With ‘Work Order Automation’ active you will need to follow
the steps outlined on the right of the work order.
For the first step,
It will say ‘This job requires approval’, once the work order has been
approved, click on ‘Approve Work Order’
Approve Work Order
Approve Quote
Next you will need to approve the quote. Quotes can be
entered in the quotes tab of the work order
When ready to approve a quote, click on ‘Approve Quote’
You can then select the quote you wish to approve and from
the dropdown menu as well as who you want to re-charge it on to, then click
‘OK’
You will be asked if you want to approve the quote, click
‘Yes’
This action will now be updated
Quote
The next step is to send out your quote, click on ‘Email
Quotation’
It will attach the quotation
to the email as a PDF.
When the landlord has approved the quote, tick
click ‘Yes’
Purchase Order
Create the purchase order
here. Once created click on ‘Email Purchase Order’
click ‘OK’
It will attach the purchase order as a PDF, type out your
email or select a template from the top. Click ‘Send’
Once purchase order has been approved, tick
Confirm Works Carried
Out
This section is completed once it is confirmed that the work
was carried out
A popup asking if you want to confirm this will appear.
Click ‘Yes’
Update the Job Status window, complete the information and
click ‘OK’
Supplier Invoice
Now that the work has been carried out it is time to pay the
supplier. Clicking ‘Supplier Invoice’ will open the quick supplier invoice
screen.
Information for the wok order will be prefixed. Once you are
happy with the invoice click, ‘Post Invoice’
A popup windows will appear, click ‘Yes’
The last section is ‘Close Work Order’ this can be done once
everything has been completed for the work order
A popup window will appear, click ‘Yes’
Once this final step is completed, all the actions will have
changed from pink to green and the job will now be stored in the ‘Archived’
section
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