Vendor Work Orders

General Concepts

Vendor Work Order is a set of items that must be completed by a Vendor within a Vendor Contract.

Work Orders are used to indicate that work is ready to start for a trade (vendor) on one or more Lots.

You can create Work Orders for a Base Contract, Color Chart or Warranty Items.

Although you can create Work Orders from a Lot, most companies choose to create them from the Phase Planning Lines or from the Vendor Contract. There are two reasons for this:

1. All the Lots you select get put onto one Work Order (if you create from a Lot, you will get one Work Order per Lot).
2. Generally you call in a trade (Vendor) to work on a few Lots at a time and not typically Lot by Lot.

Work Orders can be created and viewed from several places.

Creating Work Orders from Phase Planning Lines

To create Work Order from Phase Planning Lines, search "Phases" and choose the action "Planning Lines". In the page "Phase Planning Lines", select Planning Lines you want to create Work Orders for and run the action "Create Work Orders".

• This action groups selected planning lines by vendor contract (Vendor No., Vendor Contract No.) and creates Work Orders for each of the contracts.

Vendor Work Orders of a Phase

To view all Work Orders which belong to a Phase, search Phases, then select the Phase, and run the action "Work Orders".

• This will open the page "Vendor Work Orders".
• To open a Vendor Work Order Card for an existing Work Order, double-click its number (column "No.") or press "Edit" in the ribbon.

Note

The page has the following actions.

• Print: Prints selected Work Orders.
• Send by Email: Sends Work Orders as a pdf-attachment to the E-mail address specified in the Vendor card.
• Sent Emails: Shows emails sent to the vendor for the Work Order.

Vendor Work Order Card

To find all Vendor Work Orders, search Vendor Work Orders and open a Vendor Card. The page "Vendor Work Order Card" allows a user to edit a Vendor Work Order and execute a number of actions on it.

Note

Lot Code - If all Work Order lines belong to the same Lot, the Lot Code in the Work Order header specifies this Lot. Otherwise, the Lot Code is empty.

Status

Work Order has the following statuses:

• New – Initial status of Work Order after creation.
• Issued – signifies that a Work Order was sent to a Vendor.
• Reported – signifies that the Vendor reported the work as done.
• Completed – signifies that the site super accepted the work as completed.
• Canceled – signifies that a Work Order was canceled.

The page has the following actions.

• Action "Issue"

  • Changes the status of a Work Order from 'New' to 'Issued'. All Planning Lines referenced by Work Order lines change Progress Status to 'Ordered'.

• Action "Un-issue"

  • Changes the status of a Work Order from 'Issued' to 'New'. All Planning Lines referenced by Work Order lines change Progress Status to 'Pending'.

• Action "Report as done"

  • Change the status of a Work Order back from 'Issued' to 'Reported'. All Planning Lines referenced by Work Order lines change Progress Status to 'Reported'.

• Action "Complete".

  • This action shows a pop-up page where a user must enter "Date Completed" and may enter "Completion No."
  • On pressing "OK", the system changes the Status of the Work Order to 'Completed'.
  • On completion of a Work Order, the Planning Lines within the Work Order get completed. If all Planning Lines of a Task get completed, the Task gets completed automatically.

• Action "Re-issue".

  • There can be situations when a work order previously marked as 'Reported' or 'Completed' should be re-done. In this situation, a user can re-issue the work order using the action "Re-Issue". This action changes the Work Order Status to 'Issued' and the Status of the Work Order Planning Lines to 'Ordered'.
  • Please note that the Status of the task where the Planning Lines of the Work Order belong remains intact.

• Action "Cancel".

  • This action cancels a Work Order which is in Status 'New' or 'Issued'. The action opens a pop-up page where a user can enter the cancellation reason.
  • Upon pressing "OK", the system changes the Status of a Work Order to 'Cancelled'. The Planning Lines change Status to 'Pending' and become un-associated with the canceled Work Order.

• Action "Re-move selected".

  • Planning Lines can be removed from a Work Order if the Work Order is in the Status 'New'. As a result of this action, the selected Work Order lines get removed and the related Planning Lines get un-associated with the Work Order.

• Action "Move selected".

  • Planning Lines can be moved from a Work Order to another Work Order if the source Work Order is in Status 'New' or 'Issued', and the destination Work Order is in Status 'New'. This action opens a pop-up page where a user selects a destination Work Order.

• Action "Print".

  • This action prints the Work Order.

• Action "Send by E-mail".

  • Sends the Work Order as pdf-attachment to the E-mail address specified in the Vendor Card.

• Action "Sent Emails".

  • Shows emails sent to the vendor for the Work Order.

Creating Work Orders from a Vendor Contract

To create a Work Order from Phase Planning Lines:

• Open the page "Phases" and choose action "Vendor Contracts". In the "Vendor Contracts" list, select a contract and choose "Planning Lines".
• In the page "Vendor Contract Planning Lines", select the Planning Lines you want to create Work Order from and click "Create WO for Selected".

This will create a Work Order and open a Work Order Card for it.

Adding Planning Lines to existing Work Order from within Vendor Contract

To add Planning Lines associated with the Vendor Contract to the existing Work Order:

• Open the page "Phases" and choose action "Vendor Contracts". In the "Vendor Contracts" list, select a contract and choose "Planning Lines".
• In the page "Vendor Contract Planning Lines", select the Planning Lines you want to add to an existing Work Order, and run the action "Add Selected to WO"

This will open a pop-up page where a user selects an existing Work Order created for the same vendor contract.

Note

To view all Work Orders in the company, open the page "Vendor Work Orders" by searching it or by navigating to a Roles Center (i.e. Homebuilder, then Operations, select Transactions, and click Construction Work Orders).