Overview
Our Vendor Work Orders functionality allows buildings that have the Vendors Directory enabled to create customized vendor work orders that can be emailed to outside vendors/contractors or handed to them directly when they come on-site to do building/unit work.
Note: Click on the images to enlarge them.
Table of Contents
- Generating a Vendor Work Order
- Distributing a Vendor Work Order
- Editing or Deleting a Vendor Work Order
- Storing a Completed Vendor Work Order
- Assigning a Maintenance Request to a Vendor vs. Generating a Vendor Work Order
Generating a Vendor Work Order
To generate a vendor work order for an existing maintenance request, click on the Maintenance tab and select Search Requests. Next, click on the maintenance request for which you'd like to generate a vendor work order. Next, under the "Assignments" section click Compose work order. If you do not see this option, your Vendors Directory is not enabled or populated. You must add at least one vendor to your Vendors Directory in order to generate a vendor work order.
Next, fill in the job details and the access instructions. You can choose to copy these directly from the existing maintenance request by selecting the Copy From Above option. Once copied, you can also add additional details or more technical specifications for the vendor that might not have been included in the original maintenance request (especially if it was submitted by a resident).
Any additional sections you chose to include on the form (Ex. Service and Labor, Parts and Material) will display at the bottom for the vendor to fill out when the work is completed.
To preview your vendor work order, click the Preview button. When you are satisfied with your Vendor Work order, click the Generate a PDF button. This will automatically save the Vendor Work Order to the "Documents" section of the Maintenance request. Click the Save & Email Vendor button to save the work order and immediately be taken to compose an email.
Distributing a Vendor Work Order
Once your vendor work order has been generated, it will appear in the "Documents" section of your maintenance request. To print it out for your vendor when they arrive on-site, simply click on the document and open the downloaded file when it appears. You'll then be able to print the PDF.
To email a vendor work order, click Email Vendor. You'll select the vendor, and then hit Continue. Next, check off the work order you wish to email to the vendor and click Continue again. You'll be taken to our email section, with the "To" field already selected appropriately for you and the attachment already included in your email. Simply add a subject and a quick note in the "Message Text" field; then click Send Email.
Editing or Deleting a Vendor Work Order
To edit or delete a vendor work order that was already generated, click on the Maintenance tab and select Search Requests. Click on the maintenance request for which your vendor work order was generated. The Vendor Work Order will be displayed in the "Documents" section of the maintenance request. To edit, simply click on the icon. To delete, click on the trash can icon.
Storing a Completed Vendor Work Order
If you wish, you can store the completed work order that the vendor returns to you in the "Documents" section of the maintenance request. Simply click on the maintenance request in question, navigate to the Documents section, and click Add Document. Note that the initial vendor work order will already be saved to the maintenance request. To differentiate the completed one from the initial one, enter a caption.
Assigning a Maintenance Request to a Vendor vs. Generating a Vendor Work Order
Assigning a maintenance request to a specific vendor allows you to keep track of which vendor will be performing the work, and also gives you the option to email the request directly to a vendor contact, if one is specified. You will be emailing an exact copy of the maintenance request, with no additional fields or information. Generating a vendor work order allows you to hand over a more formalized work order for your vendor to fill out on site, and then return to you. You can add additional information to the work order and also request specific information from the vendor.