Adding a work order

The Add work order wizard walks you through manually adding a work order.

Step 1: General Information

1. On the left navigation menu, select Projects.
2. Select a project.
3. On the Project menu, select Work orders.
4. From the Actions menu, select Add manually.
5. The Project number is automatically selected, but it can be changed.
6. Select the Prime contract.
7. The Issue Date and WO # are automatically filled in, but they can be changed.
8. Enter the Subject.
9. Optionally select the work order type, which can be used later for filtering.
10. Select the Issued By and Issued To company and contacts
11. Optional: Enter the WO Description.
12. Optional: Enter or Select References. The latter can be done using the Lookup Icon shown to the right of the field.
    • Prime Contract #
    • CPR or CO #
    • Subcontract #
    • SCO #
    • Drawing
    • Location
    • Spec. Section
    • Other
13. Optional: Update the Billable and Overall Status.
    • Billable: Only applicable if the Prime Contract is Cost Plus.
    • Status: Overall Status
    • Status Date: Enter a date if Status is set to Approved.
14. Optional: Add Reviewer if Work Order cost items and installed work.
    • Company and Contact
    • Address Type (Only used for printing)
    • Type of Costs to Review (ex. Actual or Estimated)
    • Review Due Date
    • Review Comments
15. Click the Next button.

Typical Company References

In the WO data entry form, there are three (3) fields where a company can be referenced. The table below outlines some typical scenarios based on company type. The Reviewed By field is optional and thus can be left blank if not needed.

Type of Firm	Issued By	Issued To	Reviewed By
Owner	Owner	GC/Architect/Engineer	Owner/Architect
GC	GC	GC (Field Crew)
GC	GC	Sub
Architect	Architect	GC/Engineer/Consultant	Owner/Architect
Sub	Sub	Subs Sub

Step 2: Add or Import Work Order Items

For each WO line item, there are both estimated and actual cost fields. Depending on the scenario, values can be entered for either one or both.

Optional - Setting Default Values for WO Items

Default selections for job cost code, tax code, and resource can be specified above the grid and will be used when the corresponding grid entries are left blank.

Add WO Items Manually

1. Go to the Work Order Items section.
2. Click the checkbox above the grid if you estimated cost rates are going to be entered.
   • Checked: Estimated Cost and Sell Rates
   • Unchecked: Actual Cost and Sell Rates
3. Enter the Item # (sort order), Item Description, Quantity, Unit of Measure, Unit Cost and Sell Rate. Another term for Sell Rate is Proposal Rate.
4. Job Cost Code: Use Default Selection in the section above or select a specific cost code in the grid row.
5. Optional Tax Code: Use Default Selection in section above or select a specific tax code in the grid row.
6. Resource: Use Default Selection in section above or select a specific resource code in the grid row. This field is used to categorize expenses by Material, Labor, Equipment, Sub, and Other. If no resource is specified in the header section or grid row then Materials (M) will be used.
7. Repeat the steps above for any additional items.
8. Click the Save and Next button at the bottom.

Importing WO Items

Important: Importing Items will populate Actual not Estimated rates.

1. Click the Import Item drop-down shown above the grid and to the right..
2. Select the type of item or transaction to import.
   • Cost Database Items
     • Cost Database - Labor Items
     • Cost Database - Equipment Items
     • Cost Database - Work Items
   • Estimate Items
     • Estimate Items
     • Estimate Items Grouped and Summed By Code, Description and Unit of Measure
   • Procurement Transactions
     • PO Items
     • Bill Items
     • Sub Invoice Items
   • Misc. Expense and Timecard Transactions
     • Labor Timecards
     • Equipment Timecards
     • Employee Misc. Expenses
   • Committed and Cost To Date Transactions
     • All Committed Cost Transactions
     • All Cost To Date Transactions

Step 3: Upload Related Files

Files such as images or PDFs that pertain to the Work Order can be uploaded and linked to the record. If files will not be added or uploaded at this time, please use the Skip and Finish button shown in the footer.

Upload Files from Local Hard Drive:

1. Select one or more files on your local hard drive and drag them to the Drag files here section or use the Select Local Files button shown on the right.
2. Click the Add and Finish button.

Link Existing Files that have already been uploaded to the system:

1. Click the Link Existing Files button on the right.
2. Select the View
   • Current Project / Feature
   • Current Project Drawings and Specifications
3. Select the Feature
4. Select one or more files listed in the grid using the checkbox on the left.
5. Click the Link and Close button below the grid. These files will be added automatically to the record and will not be shown in the Drag Local Files section.
6. Click the Skip and Finish button below the grid.