How do I add a new Works Order?

A Works Order is created to provide instructions to your Contractor of work which needs to be carried out at a property. It also keeps a detailed history of work carried out on the Property Information, Works Orders view.

The steps below will show you how to:

• Create a Works Order with details of the work to be carried out
• Provide access arrangements on the Works Order
• Instruct the Contractor by email, or print the Works Order
• Send an SMS notification to your Contractor detailing a worksheet is ready for their attention
• Request a quote for Works and record the quote amount
• Add a Works Order Disclaimer
• Edit Rating types
• Add headers and footers to Works Orders
• Setup the User Defaults preferences for Works Orders

This article includes: 

• Check Works Order notes
• Create Works Order via a Property
• Create Works Order via a Contractor
• Works Order defaults

Check Works Order notes

1. Double click Properties from the side menu
2. Search for the relevant Property using Search Text by Name, Code or Status
   1. Alternatively, find the Property using Additional Options from the dropdown menu
   2. Or select a Branch if multi branch is set up on your CFPwinMan
3. Click the Property 
4. Click on the Works tab 
   • Landlords Preferred Contractor - If you have added any preferred contractors which your Landlord wants to use, from either the Landlord Information or this location, double click on the contractor whom you added to produce a new works order
     For more information on How do I add a new property, click here
     For more information on How do I add a new contractor, click here
   • Landlord Contractor Notes - Refer to your notes, if you have added any notes on the Landlord, Contractor tab with any special instructions i.e. maximum spend or quotes always required
   • Property Contractor Notes - Refer to your notes, if you have added any relevant to work instructions at this property, i.e. british gas contract, dishwasher warranty expiry date, etc

Create Works Order via a Property

1. Check the Works Order Notes and Preferred Contractors in steps 1 to 4 above 
2. Click View Existing Property Works Orders
3. If a Works Order has been created in the past for this property, the last Works Order will appear. If it's the first Works Order created for this property, a blank Works Order will appear
4. Click the New icon on the toolbar to Add a New Record
5. A blank Works Order will appear for you to complete. All information completed on the Works Order will appear on a Worksheet to your Contractor
   1. Job Number - The next sequential number is created for every new Works Order
   2. Contractor 
      • If you don't know which Contractor you want to use, leave this blank as it can be added later
      • If you know the contractor you want to instruct, click the ... dots to search, then click to add details into the Works Order
        For more information on How do I add a new contractor, click here
      • If the Contractors Public Liability Insurance has been added in the Contractor Information and it has expired, a reminder message will display
        For more information on How do I add additional dates, click here
   3. Property - The property address will already be populated
   4. Contact for access  
      1. Select from the dropdown list who the Contractor will need to access arrangements to the property with 
         If your agency is always contacted for access, click here for more information on Can I set the agency as a default contact and billing name on works orders
   5. Billing Name - Click the dropdown menu to select an alternative, if required
      If your agency is always billed for work carried out, click here for more information on Can I set the agency as a default contact and billing on works orders
   6. The Details tab will be displayed 
      1. Rating - Select from the dropdown menu. To edit ratings, see Works Orders defaults below 
      2. Written Estimate - Select from the dropdown menu if a quote is required
      3. Our Estimate - Enter a quote amount if provided by your Contractor
      4. Go Ahead - Tick if you want the Contractor to Go Ahead to send the request
      5. Date Reported - Refers to the date which you were told of the work request
      6. Pref Start Date - Select a date if one is required
      7. Date Completed - This isn't selected until the Contractor has confirmed the work has been carried out
   7. The Description on the Work tab will be displayed
      1. Start with a short title of the work. If you are requesting a quote, start your short title with QUOTE as this will help when managing your Works Orders from the Organiser i.e. Tap dripping in kitchen sink, Gas certificate expiry date, QUOTE new boiler etc
      2. Type a full description of what work needs to be carried out, including additional access arrangements, quote requested, maximum spend instructions etc
   8.  Send Options
      1. Tick the preferred option of instruction to your Contractor. The default is set in the Contractor Information, Preference Centre tab
      2. Both SMS and email message templates can be edited in User Defaults
         For more information on How do I change the default email and SMS messages, click here
      3. SMS - If you have set up SMS via CFPwinMan, a notification will be sent to the Contractor that a Works Order is available and to contact the agency for details
      4. Email - If you have set up email via CFPwinMan, the Works Order is attached to an email. The property address is in the subject line and the contents notifies them a Works Order is available
         For more information on How do I set up CFPwinMan to send emails, click here
      5. Print  - The Works Order is printed, no notification is sent to the Contractor
      6. Click Preview to view a copy of the details you completed above
      7. Click Print - Depending on the Send Options selected, the Works Order will be sent
      8. Click X to close
      9. Click Yes to save changes

Create Works Order via a Contractor

1. Follow the steps in Check Works Order notes to check the Works Order Notes and Preferred Contractors
2. Double click Contractors from the side menu
3. Search for the relevant Contractor using Search Text by Name, Code or Status
   1. Alternatively, find the Contractor using Additional Options from the dropdown menu
   2. Or select a Branch if multi branch is set up on your CFPwinMan
4. Click on the Contractor
5. Click Works Orders
6. If a Works Order has been created in the past for this Contractor, the last Works Order will appear. If it's the first Works Order created for this Contractor, a blank Works Order will appear
7. Click the New icon on the toolbar to Add a New Record
8. A blank Works Order will appear for you to complete. All information completed on the Works Order will appear on a Worksheet to your Contractor
   1. Job Number - The next sequential number is created for every new Works Order
   2. Contractor - The Contractor will already be populated
      1. If the Contractors Public Liability Insurance has been added in the Contractor Information and it has expired, a reminder message will display
         For more information on How do I add additional dates, click here
   3. Property - Click the ... dots to search for, and then select the required property
   4. Continue the Works Order by following Create Works Order via a Property steps 5.2.4

Works Order defaults

1. Click Defaults on the main toolbar
2. Click User Defaults on the dropdown menu
3. Click Preferences
4. Click the Stationery tab
5. Click the Worksheets tab
   1. Place in History, Email, Print, Never Prompt - Tick to set the default
   2. Headers and Footers - Headers can be added to Works Orders
      For more information on How do I add headers and footers, click here
   3. Worksheet Ratings - Overtype the existing ratings to edit the description
   4. Works Order Heading - Edit the description that appears on a Works Order request, if required
   5. Include Email address on Worksheets - Tick to include the Users email on a Works Order
   6. Contact for access and billing name - Tick if default to agency is required
   7. Click Close to save
   8. Click Close