A works order is created to record an instruction to a supplier of work that needs to be carried out. It provides as much or as little information of the work, depending on how much detail you complete on the works order request.

This article includes: 

Add a works order

  1. Click Contacts on the main toolbar
  2. Select the relevant supplier from Recent & Favourite Contacts
    1. Alternatively, find the supplier using the Search Contacts bar in the top right
      For more information on Adding a supplier, click here
    2. For more information on Adding a preferred supplier, click here
  3. The supplier Overview displays. Click Actions
  4. In the dropdown menu, click Add a Works Order
    1. Alternatively, click Management on the side menu
    2. Click Add Works Order
  5. Use the Search for Property bar to search for and select the property associated to this works order
  6. The Current Tenancy and Supplier displays
    1. Status - Leave this as New Request
    2. Works Order Number - Alto will create the next unique sequential number 
    3. Reported Date - Edit this to be the date which the maintenance request was reported, if required
    4. Preferred Start Date - Edit this to be the preferred start date, if required
    5. Quote - If a quote has been obtained, add the amount
    6. Reported By - Click into the field and select who reported the issue. Alternatively, you can manually type into the field
    7. Managed By - In the dropdown menu, click the user who is managing the works order
    8. Priority - In the dropdown menu, click the appropriate priority for the request
    9. Billing Name - The name of the person who is expected to pay the cost of the invoice, after the work is completed
    10. Access Details - Click into, or manually type into the field
    11. Summary - Add a brief title to capture the works description
    12. Description - Add a full detailed description of the work being requested
    13. Notes - You can add any additional internal notes, which won't be added to the works order
    14. Upload File - You can search for and attach an image from your computer or network, for the works order. The image won't be sent to the supplier with the works order request
  7. Click either Instruct Supplier or Request Quote
    1. Both these actions will send the corresponding request to the supplier by their delivery method
  8. The screen saves and closes, and an entry recorded on Management and Timeline on the side menu
    1. Alternatively, click Save and come back and click Instruct Supplier or Request Quote at a later point

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 Note

If there is no public liability insurance recorded for the selected supplier, a prompt will display when you click either Instruct Supplier or Request Quote
For more information on Adding public liability insurance to a supplier, click here

Amend a works order

A works order can be accessed by either the supplier or property.

  1. Click Contacts on the main toolbar
  2. Select the relevant supplier from Recent & Favourite Contacts
    1. Alternatively, find the supplier using the Search Contacts bar in the top right
  3. The supplier Overview displays. Click Management on the side menu
  4. Click the Works Orders top tab
  5. Click the works order line that you want to edit and make changes to
  6. The Edit Works Order window opens. You can now make changes to the fields, as outlined in the above steps

If you have verbally or otherwise instructed your contractor and you don't want to send a works order request to the supplier, you can change the status manually.

  1. In the Edit Works Order window, in the Status dropdown menu, change the status as required
  2. Click Save

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You can also manage your works orders from the Works Orders widget on the Property Management Dashboard. 
For more information on managing your works orders from the dashboard, click here

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