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David Broxson Entech Rental Management Software Navigate ’08: Charting Your Course for the Future PowerPoint PPT Presentation


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Maintenance Program. David Broxson Entech Rental Management Software Navigate ’08: Charting Your Course for the Future. Work Order Program. Topics Covered in Today’s Session Equipment Items These items are assigned to units and maintenance can be tracked. Recurring Tasks

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

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David broxson entech rental management software navigate 08 charting your course for the future

Maintenance Program

David Broxson

Entech Rental Management

Software

Navigate ’08: Charting Your Course for the Future


Work order program

Work Order Program

Topics Covered in Today’s 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.


Getting started equipment

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


Getting started equipment1

Getting Started- Equipment

To make entering items easier to enter, use the Equipment Entry Worksheet.


Getting started equipment2

Getting Started- Equipment

Once your equipment is entered, pull the Equipment list to review.


Getting started assigning equipment

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.


Getting started assigning equipment1

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.


Getting started assigning equipment2

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.


Getting started editing equipment

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.


Getting started editing equipment1

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.


Getting started editing equipment2

Getting Started – Editing Equipment

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


Getting started editing equipment3

Getting Started – Editing Equipment


Getting started editing equipment4

Getting Started – Editing Equipment

Report can be pulled for all the unit inventory.


Getting started recurring tasks

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.


Getting started recurring tasks1

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.


Getting started recurring tasks2

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.


Getting started recurring tasks3

Getting Started – Recurring Tasks

Once your recurring tasks are entered, pull the Recurring Task List to review.


Getting started inventory

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.


Getting started inventory1

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.


Getting started inventory2

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.


Getting started inventory3

Getting Started - Inventory

Work Orders, Databases, Inventory

Once the inventory have been received it needs to be entered.

Click on the Receive button.


Getting started inventory4

Getting Started - Inventory

Work Orders, Databases, Inventory

Enter the Quantity that has been received and the cost.

Then click on the save button.


Getting started inventory5

Getting Started - Inventory

Pull the Work Order Inventory Report to quickly view what you have on hand.


Getting started inventory6

Getting Started - Inventory

To view the Inventory that should be reordered, pull the Inventory Reorder Report.


Getting started inventory7

Getting Started - Inventory

Pull the Inventory On Order report to view what is currently on order.


Work order entry

Work Order Entry

Now that the system is set up it is time to Enter work orders.

Go to Work Orders, Work Order Entry


Work order entry1

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.


Work order entry2

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.


Work order entry3

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.


Work order entry4

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.


Work order entry5

Work Order Entry

Work Orders, Work Order Entry, Enter Work Order

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


Work order entry6

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.


Work order entry7

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.


Work order entry8

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.


Work order entry9

Work Order Entry

This is an example of what a printed work order will look like.


Work order entry10

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.


Work order entry11

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.


Work order entry12

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.


Work order entry13

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.


Work order entry14

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.


Work order entry15

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.


Work order entry16

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.


Work order entry17

Work Order Entry

This is an example of what printed invoice will look like.


Work order entry18

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.


Work order entry19

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.


Work order entry20

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.


Work order entry21

Work Order Entry

Work Orders, Work Order Entry, Update Status

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


Work order entry22

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.


Work order entry23

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.


Work order entry24

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.


Work order entry25

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.


Work order entry26

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.


Work order entry27

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 owner’s account.


Work order entry28

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.


Work order entry29

Work Order Entry

This is an example of what will appear on the owner statement once the charge is posted to the owner statement.


Work order entry30

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.


Work order entry31

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.


Work order entry32

Work Order Entry

This is an example of what the guest statement will look like once the bill is posted.


Work order entry33

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.


Work order entry34

Work Order Entry

Users can choose to make calls to the owner, to the vendor or to the guest when entering/ editing work orders.

Let’s take a look at the system in place to make this a little bit easier.


Work order entry35

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.


Work order entry36

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.


Work order entry37

Work Order Entry

Work Orders, Reports, Phone Calls

You can also print a report to view all the calls that should be processed.


Work order entry38

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


Work order entry39

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.


Work order entry40

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.


Work order entry41

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).


Work order entry42

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..


Summary

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.


Summary1

Summary

Any Questions?


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