Note: This article is for the newly redesigned module. This updated module is in the process of being rolled out and may only be available to some users. 

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 work order details and the access instructions. Any additional sections you choose to include on the form (Ex. Service and Labor, Parts, and Material) will be displayed at the end of the work order for the vendor to fill out when the work is completed. 

The job details will be automatically copied from the existing maintenance request in the "Work to be performed." 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).

When you are satisfied with your vendor work order, click the Save and attach 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, 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 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.  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,  click on the pencil 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. Click on the maintenance request in question, go 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, you can enter a caption and click Save.

Assigning a Maintenance Request to a Vendor vs. Generating a Vendor Work Order

Assigning a maintenance request to a specific vendor allows you to track which vendor will be performing the work.  It 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 complete on-site and then return to you. You can add additional information to the work order and request specific information from the vendor.