WORK ORDERS

Contents:

With the Work Order Module, you will be able to create new work orders, assign, print and email work order tickets, view on a calendar, view schedule and status of work orders and view work order locations.

· A work order can come from a Contract or Job; these are usually recurring. Example: Quarterly Strip and Wax or Monthly Window Cleaning.

· You can also create one-time work orders, such as billable customer request or non-billable customer complaint.

Work Order Navigation

· Work orders tile will send you to the Work Order Status Tab. You can also access the Work Order Status tab by going the menu select work orders>Work Order Status.

· Add a Work Order tile. This will send you to the add a Quick Work Order feature. You can also access this feature by going to work order on the menu and the selecting Quick Work Orders Option

· Work Order Sales. This tile will send you to the work orders Sales tab. You can also go to the menu select Work Orders>Work Order Sales

Work Order Calendar

Work Order Calendar: Click on the Tab Work Orders to view your calendar. You can also access the work order calendar by clicking on the Work Orders menu. Color coding = Yellow is an open work order, Blue is a completed work order, Green is a recurring work order generated from the jobs module. Red is for cancelled work orders.

You are able to apply filters in the calendar by employee assigned and you can change the view to display different days.

How to create a new work order?

Recurring Work Orders

To create recurring work orders, such as monthly window cleaning, you need to create a job first and then create a job service. The only difference between recurring work orders from a Job and the one-time work orders is that the system will know to create work orders automatically and it will assign the work order automatically from the Job service. A recurring work order coming from a Job Service will look exactly as a onetime work order. It will also be available in the work order sales module. To see how to create a recurring work order go to the Jobs module

One Time Work Orders

Depending on the level of financial detail needed, you can create a work order from the quick work order or the work order sales tab. A quick work order feature does not include financial information. However, it becomes automatically available in the work order sales module; where you can later add the financial details if needed.

Create Work Order: Quick Work Order

Go to Work Orders>Quick Work Orders. The Quick Work Order option send you straight to the New Work Order tab. A work order consists of two parts, the top information contains basic information, this is like a header. The second part is work order details right below the header. In the work order details, you assign the work to be done and the person responsible for verifying the work order gets completed, such as supervisor or manager. The work order details will go down to CC Mobile Application to the assigned person, this way they can close from the field.

Quick Work Order Header

Account Name: Select from the list or add a new Account with the option.

Service Location: This is the location where the Work Order is to be performed. Select from the list or create a new service location with the option.

Contact Name: Select the name of the person who requested the work order, this is usually the building tenant or the building main contact, you can also create a new contact with the option.

Date Promised: Date promised to start the work order

Date to Complete: Estimated date when the work order will be finalized.

PO Number: Optional field, enter PO Number if available.

Sales Person: Optional Field, if available.

Comments: Optional field, provide details about the work order, such as key location, arrival time or cleaning specifications.

Work Order Type: Select a work order type. Work order type is used to separate the type of work; to modify go to Administration>Admin Module>Work Order Type. Work order types already in the system are:

Periodic Work: this is pre-schedule work and it is used for Work Orders from a Job or Contract.

Mobile Request: This applies by default to any work order created with CC Mobile.

Connect: This work order type will make work orders available in Customer Connect Portal. Work orders also using the Connect type will send notifications to your account Contact. The contact will get notified every time there is a work order change.

Accounting Code: (for Accounting Software integration), the accounting code must match your accounting software. This is the revenue code if the work order comes from a Job or if it is assigned to an employee. If the work order is assigned to a subcontractor, you would select an Expense Accounting code.

Billable: Select billable if you want the work order to create an invoice.

Click Ok after entering all desired Information. To finalize the work order you must enter the work order details below.

Work Order Details

After creating a New work order, you will have to enter the work to be done and assign to the employee responsible for closing the work order. To enter Work Order details, Click on New.

The new Work Order Details window will come up; you will be able to create as many work order detail as you want in each work order. (The work order won’t be marked as completed until all Work Order details are marked as completed)

Description: Enter a detailed description of the work to be done.

Area and Task: Select Area and task to be cleaned, this is based on your catalog of services (linked to a cost of services) Example: Hourly Cleaning. You can also add a New Area and Task

Enter Sq ft/m or Hours: Optional field, if you want to track your cost enter the SQFT, hours or meters the work order will require to complete. In this example, because Area and Task is Hourly Cleaning, I will enter 2, the system will calculate the cost of 2 hours of service.

Quantity: Optional. This refers to the number of employees, it will be used to calculate the cost. In this example. 3 employees working to complete the work

Assign Type: Select if assigning to an Employee or Subcontractor

Assign: Select the employee or subcontractor responsible for closing the work order.

Cost Rate: Optional field used for costing. For this example, how much will you pay per hour to each employee?

Labor Cost: Click on Calculate and the system will calculate Labor cost based on the information provided.

Auto Notify: If Auto Notify is selected, the system will send an automatic email to the assigned person, site services coordinator and supervisor.

After entering the work order details, you can save and the work order will be ready to go to CC Mobile, you can also print the work order if needed. Right next to Work Order Details there are 3 optional tabs. At this point you can save and the work order will be ready, or you can enter Supplies, add email notifications if needed.

Optional. The second tab “Work Order Supplies” is to track the cost of supplies at the work order level, add as many supplies to the work order as you need. The system will calculate the cost of supplies.

If you wish to send this work order to any other employee besides the person Assigned, Site Services Coordinator and Supervisor. You can add and email Notification to be send out to another employee or subcontractor.

Once the work order has been closed and the invoice marked as completed. You will be able to see it in invoice history.

Work Order Sales

Work Order Sales contains ALL Work Orders, plus financial information. Depending on the level of financial detail needed, you can create a work order from the quick work order or the work order sales tab. A quick work order feature does not include financial information. However, it becomes automatically available in the work order sales module; where you can later add the financial details if needed.

Work Order Sales will also display Recurring or Periodic Work Orders, the work orders created from a Job Service, you can modify a recurring work order without affecting the job service. In other words, you can change the Date promised in a recurring work order without affecting the original Job Service.

From the Work Order Sales option, you can print work orders, create reports, edit work orders or start a new work order. The New Work Order from work order sales follows the same process as a quick work order, where you have to create the work order and then enter the work order details to assign the work.

Create a New Work Order from Work Order Sales (Budget Work Orders)

The New Work Order from work order sales follows the same process as a quick work order, where you have to create the work order and then enter the work order details to assign the work. The difference is that there will be more fields available, such as supplies cost, billable amount, markup percent.

First, go to Work Orders>Work Order Sales. Then Click on New Work Order

Account Name: Select from the list or add a new Account with the option.

Service Location: This is the location where the Work Order is to be performed. Select from the list or create a new service location with the option.

Contact Name: Select the name of the person who requested the work order, this is usually the building tenant or the building main contact, you can also create a new contact with the option.

Job Number: (Optional) Select a job if you want this work order to be linked to a contract.

Date Promised: Date promised to start the work order

Date To Complete: Estimated date when the work order will be finalized.

PO Number: Optional field, enter PO Number if available.

Sales Person: Optional Field, if available.

Comments: Optional field, provide details about the work order, such as key location, arrival time or cleaning specifications.

Periodic Work: this is pre-schedule work and it is used for Work Orders from a Job or Contract.

Mobile Request: This applies by default to any work order created with CC Mobile.

Billable: Select billable if you want the work order to create an invoice.

After completing the New work order tab, you can go to the second tab Work Order Summary (Optional) to enter financial information

Total Estimated Time: You don’t have to complete this information; the system will automatically update from work order details.

Total Estimated Sq ft / m: You don’t have to complete this information, the system will automatically update from work order details

Total Estimated Labor Cost: You don’t have to complete this information, the system will automatically update from work order details

Not to Exceed: Complete this field if you have a cost ceiling to budget, such as subcontractor pay amount

Supplies: You don’t have to complete this information; the system will automatically update from work order details. This field is editable in case you need to make any changes

Equipment: You don’t have to complete this information; the system will automatically update from work order details. This field is editable in case you need to make any changes

Miscellaneous: Enter amount of any extra cost.

Discount Percent: Enter discount percent if given.

Discount Amount: or enter discount Amount if given.

Markup Percent: If your work order sale amount should be a markup percent from the total cost, complete appropriate percentage and then hit Refresh Work Order Summary.

Markup Amount: You don’t have to complete this information; the system will automatically update.

Work Order Sale: If using markup percent do not complete this field. Just hit “Refresh Work Order Summary.” Or you could enter a Work Order Sale amount if desired. This is the amount the invoice will display.

The next tab in work order sale is Work Order Status. You can make changes to the work order status, accepted and onsite are optional. Marking a work order as completed will allow it to go to invoicing if billable. If updating Status from this tab, please remember to complete both, date and the status flag.

The next tab in the Work Order Sales is Additional Account Billing Information, this is additional information for your Accounting Department, such as approval status and approval date. Enter comments as necessary.

To complete the work order you must complete the Work Order Details, work order details will go to CC Mobile and will have all the detail and cost information for the work to be done. Go to Work Order details right below the Work Order header and click on New

Charge Type: Work Orders Sales can calculate estimated costs based on 4 costing methods.

Sq. Ft. = A cost for labor based on the square footage or meters of an area ($1.25 per sq. ft. of stripping and waxing).

Quantity Rate = A cost based on the Quantity of a task (.75 per window)

Fixed Cost = A task cost rate is fixed.

Time = Cost will be calculated based on a fixed cost for the amount of time spent on the task selected.

Area and Task: Select area and task or Create a New one

Description: Enter a detailed description of the work to be done.

Assign Type: Select if assigning to an Employee or Subcontractor

Assign: Select the employee or subcontractor responsible for closing the work order.

Auto Notify: If Auto Notify is selected, the system will send an automatic email to the assigned person, site services coordinator and supervisor. If the work order Type is connect any change to the work order will send a notification to the contact as well.

Schedule Time: If selected, you will be able to assign a start time and end time for the employee assigned. The schedule time will be visible in the Schedules and Calendar>Employee Work Schedule

Charge Type: Work Orders Sales.

Work Orders Sales can calculate estimated costs based on 4 costing methods:

Sq. Ft. = A cost for labor based on the square footage or meters of an area ($1.25 per sq. ft. of stripping and waxing vct).

Quantity Rate = A cost based on the Quantity of a task (.75 per window)

Fixed Cost = A task cost rate is fixed.

Time = Cost will be calculated based on a a fixed cost for the amount of time spent on the task selected.

We will show you how to use each costing method using Work Order Sales.

Before you start, a reminder on Area and Tasks: Administration>Catalog Module>Area and Tasks

Service: this is the description of the service being requested and PRINTS ON WORK ORDERS

Area: (Service)This is the usual areas where tasks are being requested, i.e. Floors, Carpets, Furniture, etc...

Task: this is the production rate. ISSA 540 time is in Minutes, ISSA Factor id how much gets completed based on the time you entered. We recommend an Hourly task:

Task Description = Hourly Labor

Catalog – Leave blank

Classification – Leave Blank

UOM – Hourly

ISSA 540 Time – 60 (60 minutes)

ISSA Factor – 1 (we get 1 task completed in 60 minutes)

WORK ORDER COSTING: Sq. Ft Rate

Select Charge Type: SQFT Rate

Enter Description: Describes task being completed

Enter Floor(s): Enter floor where work order will be done

Select Area and Task: (Your production rate)

Enter Sq. ft. / m or Hours: Enter the Square ft. or meters of the task

Quantity: Enter the quantity of sq ft or meters (Usually 1)

Assign Type: Employee/Subcontractor/ or Crew

Assign: Select the Employee/Subcontractor/ or Crew

Cost Rate: Enter the Cost per Sq Ft/Meter/Hour

Select Calculate to calculate cost

Work Order Detail Square Foot Rate

WORK ORDER COSTING: QUANTITY RATE

Select Charge Type: Quantity Rate

Enter Description: Describes task being completed (i.e. Clean Interior Windows)

Enter Floor(s): Enter floor where work order will be done

Select Area and Task: (Your production rate)

Enter Sq. ft. / m or Hours: Enter the Square ft. or meters of the task (Not used in Calculation)

Quantity: Enter the quantity (i.e. 120)

Assign Type: Employee/Subcontractor/ or Crew

Assign: Select the Employee/Subcontractor/ or Crew

Cost Rate: Enter the Cost per each Quantity entered in the Quantity field

Select Calculate to calculate cost. Calculation (Quantity X Cost Rate) = Labor Cost

WORK ORDER COSTING: FIXED RATE

Select Charge Type: Fixed

Enter Description: Describes task being completed (i.e. Clean Interior Windows)

Enter Floor(s): Enter floor where work order will be done

Select Area and Task: (Your production rate)

Space: This is a reference field for further reference

Enter Sq. ft. / m or Hours: Enter the Square ft. or meters of the task (Not used in Calculation), just enter 1

Quantity: Enter the quantity (Reference only), enter 1

Assign Type : Employee/Subcontractor/ or Crew

Assign: Select the Employee/Subcontractor/ or Crew

Resource Rate Type:

Cost Rate: Enter the Cost rate, this is your fixed cost for this task

Select Calculate to calculate cost. Calculation Cost Rate = Labor Cost

WORK ORDER COSTING: FIXED RATE

Select Charge Type: Time

Enter Description: Describes task being completed

Enter Floor(s): Enter floor where work order will be done

Select Area and Task: (Your production rate) (This will calculate the time estimated)

Enter Sq. ft. / m or Hours: Enter the Square ft. or meters of the task

Quantity: Enter the quantity of sq ft or meters (Usually 1)

Assign Type: Employee/Subcontractor/ or Crew

Assign: Select the Employee/Subcontractor/ or Crew

Cost Rate: Enter the Cost per Time (usually in hours) Displays on printed Invoice

Select Calculate to calculate cost. Calculation (Total Task Time Hours X Cost Rate) = Labor Cost

***Note: Time is calculated based on the Area and Task (Production Rate) and the Sq. Ft. /m or Hours entered. For example, you will be completing a carpet extract. The Area and Task has a production rate of, 1000 sq ft per 30 minutes. The total square feet of this job is 8000/sq. ft. Accelerator will calculate the hours for this task:

80000 sq. ft. / 1000 sq. ft. = 80

80 X 30 (minutes) = 2400 (Minutes)

2400 Minutes / 60 (mins per hr.) = 40hrs

40hrs*25=$1,000

PA overhead is 20.72%

Overhead Cost=1,000*0.2072=$207.20

Work Order Supplies

The second tab “Work Order Supplies” is to track the cost of supplies at the work order level, add as many supplies to the work order as you need. The system will calculate the cost of supplies. The total of supplies cost will then go to the Work Order Summary; you will have to click on calculate to update totals.

Work Order Summary

The total of labor cost and supplies cost will go to Work Order Summary. After you have completed all the work order details go back to work order summary and click on Calculate. This will update the information and you will be able to see the cost associated with the work order

Work Order Status

Work Order Status is a different view from the Work Order Sales, in work order status you can complete, cancel or accept multiple work orders in a list format. From the work order status, you can also print multiple work orders at once.

To go to Work Order Status, go to Home page, click on this Box to go to Work Order Status or from the menu go to Work Orders>Work Order Status

Change Status: Accept, Cancel or Complete Multiple Work Orders.

To change the Status from one work order, click on the Work Order # or right click and select Edit

After clicking on edit, you will be able to make changes on the work order you have selected. To close a work order for example, mark the completed flag and then select the completed date. After making the necessary changes click on Save

Create Reports from Work Order Status, Work Order Sales or Work Order Location

Work Order Sales, Work Order Status and Work Order Location are 3 different views of all the work orders in the system. From any of these you can create reports, the columns to display will be different, this will be depending on the Work Order option you selected.

In the example; to create reports from work Order Status screen or any grid throughout the software, just hover the mouse over the title where you want to apply the filter. An arrow will show up on the right side of the title. Click on the arrow and apply the filter you need

After clicking on the blue arrow a filter option will show up, select the filter you need, in this example we will apply a date filter for all non-completed work orders with date promised of last week.

After applying the filter, we can print a report. The report will print only what we see on the screen. In the example, non-completed work order from last week, the report will print the 4 work orders on the screen. Click on report and select the format you want the report to be created.

Clearing Filters

After printing the report, you can clear one or all filters. To clear one filter, you can move the mouse over the filter you want to remove, like the screen shot below. In the screenshot we can remove the filter for completed status: No by clicking on the pink line on this filter. You can also remove all applied filters by clicking on the X on the right.

Printing Work Orders

From the Work Order Status or from Work Order Sales, you are also able to Print work order tickets. You can select one or many. Just click on the square located on the left to select the work order. If you want to quickly select all the work orders displaying on the page, click on the square on the left right next to Work Order #. After selecting the work orders click on Print Work Order Ticket, to print a PDF of the selected work order(s).