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This guide has been reviewed against our global client base and classed as relevant to all regions
This page outlines how to view current and completed works orders, as well as how to log a works order and email works order details to the relevant parties
1. Access works orders screen
From the property screen:
Click Works button The number shown in brackets on the button indicates how many outstanding works orders the property currently has
The Works Orders screen shows a list of current and completed works orders for the property:
Use filter options at the bottom of the screen to change what is displayed
Grid functions are available to help with viewing your works orders:
Click the 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
Status - select the required status (if choosing Pending quote, see step 4a)
Once a works order is raised, if you need to periodically chase the works, set the status to Raised - Chase every X days - this adds the works order to the Works orders to chase section on the Organiser, Property Management panel
Work Type - select the required type This list is configurable - custom options may be set up to match the needs of your business
Reported By - select who reported the works, i.e. landlord, tenant, other
Booked By - will default to your name, can click name to change
Priority (where enabled) - set a priority level for the works
Default options are High, Medium, Low or Serious Hazard
When Serious Hazard is selected, it cannot be saved until a Review Date is added
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
Review Date - enter the required date to review the works order
When the review date has passed, a red exclamation mark is displayed
When the review is overdue (or close to its due date), it can be flagged on the Property Management panel of the Organiser, click here for more information: https://reapit.atlassian.net/wiki/x/KQDgnw
Completed - enter this date when the works are completed
Invoice not required -
Tick this option if this works order does not require an invoice to be raised
Search for the required supplier - if not, found add new Details of the selected company are shown in the Contractor panel
Where quotes are being collected from more than one contractor, set the works order Status to Pending quote - see information in step 4a
To remove the selected contractor: right-click over contractor name and select Clear Contractor
4a. Storing quotes
Where quotes are being collected from more than one contractor:
Set works order Status to Pending quote
The Contractor panel changes to Contractor Quotes
Double-click Add - search for the required supplier - if not, found add new
Complete the quote details and click Accept The quote details are shown on the main works order screen
Continue adding further quotes, a list will be displayed showing each supplier's quote details
Some/all suppliers can be emailed using the E-mail contractors option - clicking this option lists all suppliers, check the supplier(s) to contact and click Select An email will be generated for each of the selected supplier(s)
When selecting Accepted on one quote, 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. Works Details
Use this panel to complete:
Work Title - enter a summary of the works
Net 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
Our estimate - enter the estimated cost
Click the link to change the type, options are: Our estimate, Verbalestimate, Written estimate
Description - enter further information on the works, this is included on any printed works order
Further works items can be added to the works order to create an itemised costs list
Click (top right of panel)
Enter works order detail (description, cost, account) and click Accept
All items are added to the panel, as below
To store any related documents for the current works order, click Documents (top left)
6. Works order notes
Internal notes can be added to the works order - these notes are not included on the printed works order
From Activity Feed (right):
Click the icon (top right)
Enter note and click Accept
Notes are displayed on screen showing the ID of the person who added the note, along with the date/time added (see screenshot in step 7) Once saved, notes cannot be edited or deleted
Where your system is configured to save sent emails, the Activity Feed will also include details of emails sent via the works order
7. Printing/emailing works order details
From top right of works order:
Click Print (top right) - options are offered to:
Preview and Print - opens the works order as a PDF which can be printed/sent
E-mail Document - creates an email that is automatically addressed to the contractor, with a PDF of the works order detail attached
On exiting the Print screen, the works order PDF is automatically saved to the Documents window (top left)
