From Main Menu C
Property Management C
Work Orders.
You will find a blank new screen when you enter
your first Work Order. For each additional work order,
C
Insert (upper tool bar) and C
New Record.
The system will assign an automatic number to
each work order you generate
Using the TAB
Key on your keyboard move to the next field and key today’s date
Using the TAB
Key move to the next field and choose your name from the scroll
button. (Must be first entered in Data Entry, Agents.
Don’t forget to save and close after entering to allow the system to
insert your name in the scroll option feature!)
Using the TAB
key on your keyboard move to the next field and using the scroll
option find the concerned unit.
The system will complete the next 3 fields
automatically with the Owner ID, the Site Manager and the Agent ID
Because many times the listing agent wishes to keep the control over
his owners. This feature can inform the listing agent about
important or expensive works to be performed in his listing. Some
PMM users pay the listing agent, also called Property Manager, a
part of the coordinating fees. This feature will also allow you to
track any commissions or income sharing from work orders.
Using the TAB
Key move to the next field Description. Here you give a short
and generalized description of the work to be done (Example:
Toilet is constantly running)
Using the TAB
Key move to the next field Work Details. Here you will give a
better description for the vendor of the required work. (Example:
Toilet in the Master Bath is running since yesterday.)
Using the TAB
Key move to the next field
Vendor ID.
Here you will find with the scroll function the Vendor for this job.
In the case that the PMM user has a salaried service provider, you
must create a vendor called YOURNAMESERVICE.
The system will pay this vendor in the same way as if it is an
external vendor.
Yes, you can start a work order with the original vendor and change
at closing or anytime to another vendor. This feature is important
if you add a coordination fee or if you are not satisfied with the
services of one vendor and change to another vendor.
Using the TAB Key move to the next field
Service ID.
Here you will find with the scroll function the type of service
subject to this work order.
You may use a vendor who provides different
kinds of services: Property Management companies use very often the
Handyman
who provides from cleaning to painting. In the after described
Data Sheet Function of PMM you will be able to sort work
orders by all kinds of data (Example: By date created, Vendor I
or Service ID).
Using the TAB
Key move to the next field
Date
scheduled. Here you will enter the date in which the work, subject
of this work order has to be made.
Using the TAB
Key move to the next field
Estimate.
Enter the amount that you have agreed on with the vendor.
Move with the mouse to the Notes field. This is
a confidential field. The content of this field will not show
up in any document and is designated to the Property Manager only.
(Note: In this field you can note any
“mark-up” , or This is an update and not a needed repair. Any
information that the property manager must have to close this work
order should be recalled in this field)
Make sure that you saved all
information by
C
on the left gray bar
Now you are ready to print your Work Order by
C on the Print / Fax Button on the upper part of your
screen. The system will convert the work screen in the preview of
the work order to be printed. If you have a color printer, the work
order will bear your logo.
(Note: If you have installed a full version
of Access 2000 All reports generated by PMM can be sent by
e-mail directly from the computer. Call the PMM support line
at 727 524 0098 to learn more information about this feature or ask
your sales representative).
This work order can be given to the vendor with the
indication to bill you making reference to the work order number.
As soon as the vendor bills you and makes reference
to your work order number you open the relating work order and:
Add your coordination fee: Change the vendor
to your own service department and enter in the field
Actual Charge
the amount you will charge to the owner.
Keep the expenses billed by the vendor:
Enter in the field Actual
Charges the amount of the vendor’s bill.
Enter the Date Completed and
C on the Post to expenses Button at the upper part of the
screen.
Note: PMM will issue a check to the recipient in the Vendors field
of the work order. Reference will be made to the Work Order number.
Note: If you opt to add fees to
the bill of the original vendor, you must pay this vendor from your
corporate account because PMM will make a check with
your own company as recipient.
Note: The date of completion is
the date which will show up on the owner’s Statement! Do not post works
orders with an older date than the current month. This would change the
closing balance of the last monthly statement!!!
Method 1:
PMM generates a report of uncompleted work orders.
Main Menu C Reports,
C uncompleted Work orders.
Method 2:
You move the default form view to the data sheet
view by C on the second icon on
the top bar Data
Sheet View, C on the gray
field of the Posted
column and C the ascending
function on your upper tool bar. You will find first the uncompleted
work orders (or not posted) and then the completed.
The amount of the work order and the reference to this work order
including Vendor and brief description of the work done will show up in
the expense field. Sending this expense to the PMM Banking Center will show up the
full address of the recipient, the name of the recipient and in the memo
field of the check the reference to this work order.
All with one mouse click!!
