Works order authorisation - configuration option

Owned by Fiona Hardy, created
Last updated: Apr 19, 2023
7 min read

This guide has been reviewed against our global client base and classed as relevant to all regions

A configuration option is available which requires works orders to be authorised before they can be progressed

When this configuration option is enabled and a works order is created:

  • Until the works order is authorised - its status cannot be progressed and print options are not available

  • When a works order has been authorised - costs are displayed but cannot be edited (unless edit permission is given via configuration, see Configuration options section below)

  • Each step of the authorisation process is logged in the works order Activity Feed

  • A list of works orders requiring approval can be accessed via the Organiser Property Management panel

  • Works order grids, seen via the Organiser Property Management panel or when running a works order report, can be setup to display works order authorisation status information

  • Works order reporting allow reports to be carried out by works order authorisation status

  • When booking works orders in bulk:

    • works orders that can be authorised will be authorised in bulk

    • works orders requiring authorisation will be flagged and added to the list of works orders requiring approval (accessed via the Organiser Property Management panel)

Configuration options

Configuration options are available to apply restrictions/permissions for individual users for works order authorisation, as follows:

  • A user can be prevented from authorising works orders - i.e. only specific users could be given permission to authorise

When a user has permission to authorise works orders:

  • differing maximum cost authorisation limits are set per user - an infinite limit can also be applied

  • authorisation can be limited to works orders for just one office, several offices or all offices

  • permission to authorise under-funded works orders can be given/prevented
    A works order is classed as under-funded when there isn't a sufficient float held to cover the works order total value

  • the cost on an approved works order can be edited by authorised users

All of the above configuration options need to be enabled, click here to contact Reapit Support

1. Create works order

Create works order as usual, including the Net Cost (as this has a bearing on whether a user is able to approve the works order):

  • While the works order is being worked on, the Approval Status is Not Set
    This prevents the works order from being added to the list of Works orders awaiting approval on the Organiser Property Management panel (all existing works orders created before works order authorisation functionality was implemented on your system are also given the status of Not Set)

As shown in steps 2 & 3 below, the Approval Status link provides the ability to mark the works order as:

  • Awaiting Authorisation - this is the only option offered to a user when they are not permitted to approve the works order - see step 2

  • Authorised - this option is offered when a user is able to authorise the works order, see step 3

2. When not authorised to approve works order - mark works order as awaiting authorisation

Click link beside Approval Status:

  • Select Awaiting Authorisation

  • This puts the works order into the Works orders awaiting approval list on the Organiser Property Management panel - see step 4

  • The change to the Approval Status is logged in the works order Activity Feed

  • While the works order is Awaiting Authorisation:

    • the Print button (top right of the works order) is disabled

    • the Status menu does not offer the options to mark the works order as Raised or Completed

3. Mark works order as authorised (where permitted)

Click link beside Approval Status:

  • The option to mark as Awaiting Authorisation is offered (as outlined in step 2), along with the option to mark as Authorised

When selecting Authorised, the Net Cost and VAT/GST fields are immediately locked for editing

  • When ready to authorise, select Authorised (shown in menu above)

  • Cost fields are locked for editing
    Selected users can be set-up to be able to edit the cost on an approved works orders - see 3a

  • Works order Status can now be changed to Raised or Completed

  • Print button (top right) can be used to print and/or email works order detail

3a. Edit the cost on an approved works order (where enabled)

Where enabled, a user can edit the cost on an approved works order

From the approved works order:

  • Click Edit (to right of the VAT/GST field, as shown in the example in step 3)

  • This prompt will be displayed - click Yes

  • The works order Approval Status will be set to Awaiting Authorisation again and the Net Cost can be changed

4. Access list of works orders awaiting approval on Organiser

Works orders that are marked as Awaiting Authorisation are displayed in the Property Management panel

The option needs to be added to the panel first:

  • Hover over the Property Management panel header

  • Click the settings (cog) icon to access Panel Setup

  • Scroll to the bottom of Panel Setup, tick Works orders awaiting approval and click tick (top right) to save

From Property Management panel:

  • Works orders awaiting approval is displayed in the list

  • Click Works orders awaiting approval to see the list within the panel
    OR, right-click and select Full results to view the works orders grid

Three columns relating to works order authorisation can be added to the works order grid:

  • Right-click over the grid headings, select Pick columns and click More

  • In Choose Columns, tick Authorisation Status, Authorised By and Authorised Date - click Accept

  • Right-click over the grid headings again and select Save grid layout

5. Reporting on works orders by authorisation status

From Power Reports:

  • Change report type to Works Orders

  • Click Authorisation Status

  • Select which Authorisation Status to include (or not include) in the report

  • Add any other required criteria and click Run Report
    The report results will be displayed in a grid

Three columns relating to works order authorisation can be added to the report results grid:

  • Right-click over the grid headings, select Pick columns and click More

  • In Choose Columns, tick Authorisation Status, Authorised By and Authorised Date - click Accept

  • Right-click over the grid headings again and select Save grid layout

6. Booking works orders in bulk

When booking works orders in bulk:

  • works orders that can be authorised will be authorised in bulk

  • works orders requiring authorisation will be added to the Organiser list (outlined in in step 4)

Create the works orders in bulk, as usual:

  • Enter the Works Order Details and clicking Next

  • A prompt will be displayed to confirm that the works orders will be created
    On clicking Yes, if the user’s configuration settings/authorisation limits dictate that:

    • the works order(s) can be approved

      • This information is given in an on-screen prompt, as shown in the example below

      • The relevant works order(s) will be created and marked as Authorised

    • the works order(s) cannot be approved

      • This information is given in an on-screen prompt

      • The new works order(s) will be created and marked as Awaiting Authorisation

      • The new works order(s) will also be added to the list of works orders requiring approval on the Organiser Property Management panel, Works orders awaiting approval (see step 4)

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