Adding a works order from a supplier

A works order records an instruction to a supplier for maintenance or repair work that needs to be carried out. It holds as much or as little detail about the job as you complete on the works order request, and can be sent to the supplier to instruct the work or request a quote.

Add a works order

Add a works order directly from the supplier's contact record to raise a maintenance or repair job for one of your properties and send it to that supplier.

1. Click Contacts on the main navigation bar
2. Select the relevant supplier contact from Recent & Favourite Contacts
   1. Alternatively, find the supplier contact using the Search Contacts bar in the top right
      For more information, see Adding a supplier and Adding a preferred supplier
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. The Supplier displays. Use the Search for Property bar to find and select the property this works order relates to, which then updates the Current Tenancy, if applicable
6.  In the Add Works Order window, complete the fields. These can be completed in any order:
   1. Status - Leave this as New Request
   2. Works Order Number - Alto creates the next unique sequential number
   3. Reported Date - Edit this to the date the maintenance request was reported, where applicable
   4. Preferred Start Date - Edit this to the preferred start date, where applicable
   5. Quote - If a quote has been obtained, add the amount
   6. Reported By - Click into the field and select who reported the issue, or type into the field
   7. Managed By - In the dropdown menu, click the user managing the works order
   8. Priority - In the dropdown menu, click the appropriate priority 
   9. Billing Name - The name of the person expected to pay the cost of the invoice once the work is completed
   10. Access Details - Click into, or type into, the field to select who holds the access details
   11. Summary - Add a brief title to capture the works description
   12. Description - Add a full, detailed description of the work being requested
   13. Upload File - Attach images or documents from your computer or network to the works order. You can choose to include these when you instruct the supplier or request a quote (see Sending files to a supplier with a works order below)
7. Click either Instruct Supplier or Request Quote to send the request to the supplier by their delivery method. Alternatively, click Save and instruct or request a quote later
   

Sending files to a supplier with a works order

When you instruct a supplier or request a quote, you can include images or documents held on the works order, so the contractor gets everything they need with the request.

1. In the Add/Edit Works Order window, click Upload File and add the images or documents you want to attach
2. Tick the files you want to include
3. Click Instruct Supplier or Request Quote to send the request
   

Amend a works order

Open an existing works order to update its details, for example to add a quote, change the priority, or update who's managing it. A works order can be opened from either the supplier or the property.

1. Click Contacts on the main navigation bar
2. Select the relevant supplier contact from Recent & Favourite Contacts
   1. Alternatively, find the supplier contact 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
6. The Edit Works Order window opens. Make your changes to the fields as outlined above

If you've instructed your contractor verbally or another way and 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, open the Status dropdown menu
2. Change the status as required
3. Click Save 
   

You can also manage your works orders from the Works Orders widget on the Property Management Dashboard. 
For more information, see Dashboard - works orders.

Cancel a works order

To cancel a works order, open it and change the status to Cancelled. A works order can be opened from either the supplier or the property.

1. Click Contacts on the main navigation bar
2. Select the relevant supplier contact from Recent & Favourite Contacts
   1. Alternatively, find the supplier contact 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 cancel
6. The Edit Works Order window opens. Change the Status to Cancelled
7. Click Save

• Related Help Centre articles that you may find useful.

  Adding a works order from a property

  Dashboard - works orders

  Adding notes to a works order