Create a new works order (block management)

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

This page outlines how to view your current and completed works orders, as well as how to log a works order on a block/unit as well as how to email works order details to the relevant parties

1. Access works orders screen

From the estate screen:

  • Click Works button (top of screen)
    The number shown in brackets on this button indicates how many outstanding works orders the estate has 

  • The Works Orders screen shows a list of current and completed works orders

  • Grid functions are available to help with viewing your works orders - see 1a

1a. Grid functions

  • Click column headings to sort by that column 

  • Click and drag a column to change its position in the grid

  • Hover over the column heading and click the filter icon for options to group or filter the list

  • Right-click the column headings for options to add more columns to the list (e.g. unit) and to also save the current layout

2. Create new works order

From the screen shown in step 1:

  • Click Create - a new works order screen is displayed
    Each panel is covered in the following steps

3. Works order panel

From Works Order panel:

  • Status - select the required status - see 3a for list

  • Work type - select the required type
    This list is configurable by Reapit Support

  • Reported by - select who reported the works e.g. leaseholder, management company, occupier

  • Booked by - will default to your name, can click name to change

  • Booked On date - will default to today's date but can be changed

  • Required By date - enter the date the works should be completed by

  • Completed - enter this date when the works are completed

3a. Works order status options

From Works Order panel:

4. Contractor

From Contractor panel:

  • Click Select to enter contractor details and search for the required supplier
    If not, found add new

  • Details of the selected company are shown in the Contractor panel, as shown above

  • Where quotes are being collected from more than one contractor, set the works order status to Pending quote - see 4a

If you need to remove a selected contractor, right-click over the contractor name and select Clear Contractor

4a. Storing quotes

When quotes are being collected from more than one contractor - contractor quotes can be added and managed

From Works Order panel:

  • Set works order Status to Pending quote 

From Contractor Quotes panel:

  • Double-click Add - search for the required supplier (if not, found add new)

  • Complete the quote details and click Accept
    Quote details just entered are shown on the main works order screen

  • Continue adding quotes
    The Contractor Quotes panel will then display a list of each supplier's quote details

Emailing contractors

One/more suppliers can be emailed

  • Click E-mail contractors (bottom right) - all suppliers who have quotes logged will be listed

  • Check the supplier(s) to contact and click Select
    An email will be generated for each of the selected supplier(s)

Accepting a quote

From the relevant quote:

  • Change the Quote Status to Accepted - all others will be automatically marked as Rejected

  • When changing the works order status to Raised, the accepted quote detail will be used for the Contractor details and Net Cost
    Show Quote Details shows the list of quotes again

5. Enter Block / Unit details

Enter which block or unit(s) the works order is for

From Block / Unit panel:

  • Click Select and choose block or unit(s)

  • Details for the selected block/units are shown in the Block / Unit panel

6. Works Details

  • Work Title - enter a summary of the works

  • Estimate - enter the estimated cost
    Click the link to change the type, options are Our estimate, Verbal or Written estimate

  • Total Cost - enter the net cost

  • VAT - click the VAT link and choose rate to automatically calculate the VAT based on the Net Cost
    Or select No VAT from the menu

  • Budget - click the link to select from the list - options offered relate to the budgets already set on the estate - for more information on setting budgets, click here: Create/edit charges & set budgets
    Once selected, an indication of the currently invoiced/remaining figure in that budget is displayed on screen

In line with the UK legislation section 20 notice (S20)

  • When charges to any individual leaseholder exceed £250, a message will be displayed to alert you to this

  • Click Yes to open the Letter Generator screen and produce the notice
    If no is chosen, you can use the Send letter link in the Estate panel of the works order to get access to the the Letter Generator screen

  • The Letter Generator screen will be displayed

A Notice of Works template will be available on the left:

  • Double-click the template to produce the notice

  • Leave Journal Entry ticked to ensure that producing the Notice of Works is logged in the Activity Feed for the estate/unit

  • A prompt to create a task will be displayed:

  • Click Yes

  • Complete the Notice of Works reminder task

  • Ensure the Activates date is as required

  • Click Send

The task will be shown in the Activity Feed and on the Organiser from the date set in the task
For more information on tasks, click here: Messages & tasks (block management)

  • Description
    Enter further information on the works, this will be included on any printed works order details
    Further works items can be added to the works order to create an itemised costs list

    • Click to the top right of the Works Details panel

    • Enter the work order detail (description, cost, budget) and click Accept

    • All items are added to the Works Details panel, as below

7. Works order note

Notes can be added to the works order - these notes are not included on the printed works order details
Once saved, notes cannot be edited or deleted

From Activity Feed:

  • Click  (top right)

  • Enter note and click Accept

  • Notes are displayed in the Activity Feed with the date and name of the person who added the note

8. Estate contact details

Contact details for the estate are automatically pulled through to the works order

  • Click the arrow icon to view contact details

 

9. Printing/emailing works order details

  • Click Print

  • Options are offered to: 

    • Preview and Print
      Creates a PDF of the works order detail which can be printed/sent

    • E-mail Document
      Creates an email, automatically addressed to the contractor, with a PDF of the works order detail attached

  • On exiting the Print screen, the option to save the PDF is offered

  • Click Yes to save the PDF

  • From the top left of the works order screen, click Documents button

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