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

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

2. 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.

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.