David Broxson

1
Maintenance Program

• David Broxson
• Entech Rental Management
• Software
• Navigate 08 Charting Your Course for the Future

2
Work Order Program

• Topics Covered in Todays Session
• Equipment Items
• These items are assigned to units and
  maintenance can be tracked.
• Recurring Tasks
• Scheduling tasks that generate work orders
• Inventory Items
• Management company inventory that can be
  attached to work orders and billed.
• Reports
• These will be shown in various areas of the
  session.

3
Getting Started- Equipment
Work Orders, Databases, Equipment

• The first thing to establish is the complete
  list of equipment.
• Click on the Add button.
• Enter the Code and Description.
• Click Save

4
Getting Started- Equipment
To make entering items easier to enter, use the
Equipment Entry Worksheet.
5
Getting Started- Equipment
Once your equipment is entered, pull the
Equipment list to review.
6
Getting Started Assigning Equipment
Work Orders, Databases, Assign Equipment

• The equipment can now be assigned to the units.
• Go to Work Orders, Databases, Assign Equipment.

7
Getting Started Assigning Equipment
Work Orders, Databases, Assign Equipment

• Select the units that you want to assign
  equipment to.
• To Multi-select units hold the Ctrl key down and
  click on the units.
• Click on Select Units.
• Step 2 section will be active.

8
Getting Started Assigning Equipment
Work Orders, Databases, Assign Equipment

• Click on the items that you would like to assign
  to the selected units.
• To Multi-select items hold the Ctrl key down
  and click on the items.
• Click on Add
• Each item selected will be listed in the
  Equipment Assign box..
• Click on The Assign to Units Button.

9
Getting Started Editing Equipment
Work Orders, Databases, Edit Assign Equipment

• Go to Work Orders, Databases, Edit Assigned
  Equipment.
• You will enter the details to each individual
  item.

10
Getting Started Editing Equipment
Work Orders, Databases, Edit Assign Equipment

• You can enter the item serial number, purchase
  date, Value New, Warranty Expire, Service Plan,
  Vendor for Service, Amount Authorized.

11
Getting Started Editing Equipment

• Once the information is entered it will be
  displayed in the list of items.

12
Getting Started Editing Equipment
13
Getting Started Editing Equipment
Report can be pulled for all the unit inventory.
14
Getting Started Recurring Tasks
Work Orders, Databases, Recurring Tasks

• Recurring Tasks can be entered for scheduling
  tasks that will become a work order.
• For instance you can schedule lawn service for
  each unit in Entech.
• Fill in the information, Select the units and
  click save.
• Click on the Mark Calendar button.

15
Getting Started Recurring Tasks
Work Orders, Databases, Recurring Tasks

• It is a good idea to add an equipment code for
  each of your recurring task codes.
• This will help with pulling reports for items
  later on.

16
Getting Started Recurring Tasks
Work Orders, Databases, Recurring Tasks

• Click on the dates and an X will be placed on
  the calendar.
• Click on save and click to the next month.

17
Getting Started Recurring Tasks
Once your recurring tasks are entered, pull the
Recurring Task List to review.
18
Getting Started - Inventory
Work Orders, Databases, Inventory

• Click on add to add inventory items that would
  be used by your management company.
• Enter how many you have on hand, the reorder
  point, the reorder quantity, the quantity on
  order, the cost the date last ordered, expected
  arrival date, the resale price and notes.
• Click Save.

19
Getting Started - Inventory
Work Orders, Databases, Inventory

• You will be able to view on this screen the
  inventory you have for each item.
• You can see what needs to be reordered.
• Also you can view what is currently on order.

20
Getting Started - Inventory
Work Orders, Databases, Inventory

• Entering an Order.
• Click on the Order button.
• The inventory code will appear. Please make sure
  you are placing order for correct inventory.
• Enter the Quantity, the order date and the
  expected arrival date.
• Click Save.

21
Getting Started - Inventory
Work Orders, Databases, Inventory

• Once the inventory have been received it needs
  to be entered.
• Click on the Receive button.

22
Getting Started - Inventory
Work Orders, Databases, Inventory

• Enter the Quantity that has been received and
  the cost.
• Then click on the save button.

23
Getting Started - Inventory
Pull the Work Order Inventory Report to quickly
view what you have on hand.
24
Getting Started - Inventory
To view the Inventory that should be reordered,
pull the Inventory Reorder Report.
25
Getting Started - Inventory
Pull the Inventory On Order report to view what
is currently on order.
26
Work Order Entry

• Now that the system is set up it is time to
  Enter work orders.
• Go to Work Orders, Work Order Entry

27
Work Order Entry
Work Orders, Work Order Entry, Enter Work Order

• Select the unit from the list of units in
  Entech.
• Select the item that requires work.
• Select the Vendor that should be assigned to the
  work order.
• Enter the Cost.

28
Work Order Entry
Work Orders, Work Order Entry, Enter Work Order

• You may select items not assigned to the unit.
• You will receive a message that the item is not
  found in the unit inventory.
• No default information will be pulled into the
  work order.

29
Work Order Entry
Work Orders, Work Order Entry, Enter Work Order

• The Work Order Status will be O for Open.
• You can enter the completed date but it is not
  required at the time the work order is entered.
• Enter in notes for the work order. Remember
  these notes will appear on the printed work order.

30
Work Order Entry
Work Orders, Work Order Entry, Enter Work Order

• You can click on the View Property Notes button
  to see any notes for the property you are
  entering in a work order for.

31
Work Order Entry
Work Orders, Work Order Entry, Enter Work Order

• They will be displayed off to the side of the
  work order notes.

32
Work Order Entry
Work Orders, Work Order Entry, Enter Work Order

• If you need to place a call to the Owner, Guest
  or Vendor Mark the Phone option.
• This will allow the user to pull reports of
  calls that need to be made.
• Be sure to click on Update to save the work
  order.

33
Work Order Entry
Work Orders, Work Order Entry, Enter Work Order

• Once the work order is saved, you will have the
  option to print the work order.
• Click yes to print the work order.

34
Work Order Entry
Work Orders, Work Order Entry, Enter Work Order

• You will be able to either preview the work
  order on the screen, print the work order or
  email the work order to the vendor.
• Vendors must have a valid email address in
  Entech.

35
Work Order Entry
This is an example of what a printed work order
will look like.
36
Work Order Entry
Work Orders, Work Order Entry, Edit/ View Work
Orders

• All work orders will be listed on this screen.
• You can edit, delete, view notes or print work
  orders from this screen.
• Deleting work orders can not be retrieve once
  deleted. Please use caution when deleting work
  orders.

37
Work Order Entry
Work Orders, Work Order Entry, Edit/ View Work
Orders

• Click on the Edit button if you would like to
  make changes to the work order, bill the owner,
  bill the guest, add inventory items.
• Make sure if you make changes to the work order
  that you click update.

38
Work Order Entry
Work Orders, Work Order Entry, Enter Work Order

• To add inventory on the work order, click on the
  show inventory button.
• You will notice that the inventory items will be
  listed.
• Select the inventory item and click on the
  button.
• The item(s) selected will be listed in the box
  on the right.

39
Work Order Entry
Work Orders, Work Order Entry, Enter Work Order

• You will notice that you can enter the number of
  inventory items required and the cost for each.
• Click done once you have the correct number of
  items.

40
Work Order Entry
Work Orders, Work Order Entry, Enter Work Order

• The box to the right will be updated with the
  inventory items.
• You may also want to include notes regarding the
  inventory items needed for this work order.
• Make sure that you click update to save the
  changes.

41
Work Order Entry
Work Orders, Work Order Entry, Enter Work Order

• You may also print out the invoice for the item
  in inventory that have been added to the work
  order.
• Click on the Print Invoice button.

42
Work Order Entry
Work Orders, Work Order Entry, Enter Work Order

• This will give you have the option to preview,
  print or email the invoice.

43
Work Order Entry
This is an example of what printed invoice will
look like.
44
Work Order Entry

• Once you have entered the work order and it has
  been completed or if the work order need to be
  put on hold, you need to update the status of the
  work order in Entech.
• Go to Work Orders, Work Order Entry, Update
  Status.

45
Work Order Entry
Work Orders, Work Order Entry, Update Status

• You can look up work orders by property or by
  work order number.
• There are 3 statuses.
• O Open
• W Waiting
• C Complete
• Double click on the work order to change the
  status.

46
Work Order Entry
Work Orders, Work Order Entry, Update Status

• Notice how the status is updated.
• Be sure you are updating the correct work order.

47
Work Order Entry
Work Orders, Work Order Entry, Update Status

• Once the work order is completed it should have
  a C status.

48
Work Order Entry
Work Orders, Work Order Entry, Edit/ View Work
Orders

• Now it is time to bill the work order.
• You must find the work order in the list.
• Click on the edit button.

49
Work Order Entry
Work Orders, Work Order Entry, Enter Work Orders

• When you are on the work order you will be able
  to click on Bill Owner or Bill Guest.
• Click on Bill Owner to post a bill to the owner.

50
Work Order Entry
Work Orders, Work Order Entry, Enter Work Orders

• When you click on Bill Owner and you have
  inventory items included on the work order you
  will be asked if you would like to add the
  inventory items to the charge to the owner.
• Click yes to add it to the total cost.

51
Work Order Entry
Work Orders, Work Order Entry, Enter Work Order

• The screen will appear and you will be able to
  enter in the owner charge.
• Indicate the correct account number, Vendor,
  amount, mark up amounts and any notes that should
  appear on the owner statement.
• Be sure to click save.

52
Work Order Entry
Work Orders, Work Order Entry, Edit/ View Work
Order

• Once the bill is entered you be able to look at
  the Billed column and see that the work order has
  been billed to the owner.
• The bill/ charge will not appear on the owner
  statement until it is reviewed and posted to the
  owner in the Accounting Menu.

53
Work Order Entry
Accounting, Owners, Owner Charges and Credits

• Go to Accounting, Owners, Owner Charges and
  Credits.
• You will be able to view un-posted work order
  bills here.
• The accounting department will be able to review
  the bill before it is posted to the owners
  account.

54
Work Order Entry
Accounting, Owners, Owner Charges and Credits

• The charge can be edited and reviewed for
  accuracy.
• If changes are made here, please make sure that
  you click save.
• The you can post the charge as you would with
  any other owner charges.

55
Work Order Entry
This is an example of what will appear on the
owner statement once the charge is posted to the
owner statement.
56
Work Order Entry
Work Orders, Work Order Entry, Enter Work Order

• You may also bill the guest for the work order
  as well.
• Click on the Bill Guest button.
• If you want to add the cost of the inventory to
  the bill you will have the option to do so.

57
Work Order Entry
Work Orders, Work Order Entry, Enter Work Order

• Enter the reservation number, the date, the
  account number, the amount.
• The description with the work order number will
  be provided for you.
• Click save to post to the guest ledger.

58
Work Order Entry
This is an example of what the guest statement
will look like once the bill is posted.
59
Work Order Entry
Work Orders, Work Order Entry, Enter Work Order

• Once the bill is entered you be able to look at
  the Billed column and see that the work order has
  been billed to the guest.
• The bill/ charge will appear on the guest ledger
  immediately.

60
Work Order Entry

• Users can choose to make calls to the owner, to
  the vendor or to the guest when entering/ editing
  work orders.
• Lets take a look at the system in place to make
  this a little bit easier.

61
Work Order Entry
Work Orders, Work Order Entry, Process Phone Calls

• You can view all work orders in the system or
  only the items that are tagged
• Highlight the work order and click on process.
• You will be taken to the Enter Work Order
  screen.

62
Work Order Entry
Work Orders, Work Order Entry, Process Phone Calls

• Once on this screen you will look to the items
  marked for calls.
• The owner, vendor and unit phone numbers will be
  displayed on this screen.
• Once the calls have been made, you would un-mark
  the items marked.

63
Work Order Entry
Work Orders, Reports, Phone Calls
You can also print a report to view all the calls
that should be processed.
64
Work Order Entry

• Now we have talked about setting up the
  system. Entering/ Editing work orders and
• Billing work orders.
• We have not discussed generating work orders for
  the scheduled tasks.
• To generate Recurring Work Orders go to Work
  Orders, Reports, Work Orders/ Recurring Tasks

65
Work Order Entry
Work Orders, Reports, Work Orders/ Recurring Tasks

• Select Generate and Print Recurring tasks.
• Select the date range for the scheduled tasks.
  ANY task scheduled for this date range will have
  a work order created.
• Click on Preview or Print.
• This not only will print the work orders but is
  actually creating new work orders.

66
Work Order Entry
Work Orders, Reports, Work Orders/ Recurring Tasks
A work order for each task will be created and
added to the list of open work orders.
67
Work Order Entry
Work Orders, Reports, Work Order Lists

• You will be able to print work order lists for
  work orders generated for these recurring tasks.
• Click on Open, Enter the work order range and
  select the item code (equipment code and
  recurring task code should be the same).

68
Work Order Entry
Work Orders, Reports, Work Orders/ Recurring Tasks
Each work order for this item will be listed. You
will be able to see the status and if the work
order has been billed..
69
Summary

• You will to set up the Work Order database
  section.
• Equipment, Recurring Tasks, Inventory
• You can enter work orders, bill owner and
  guests, track phone calls, create invoices and
  process phone calls.
• There are various reports that can be pulled to
  help track work orders, equipment and inventory.

70
Summary

• Any Questions?