Facilities FAQ Details

Work Order Management

What's the difference between retiring a work order and canceling it?

A Work Order should be canceled when the customer requests the work canceled.  If the customer has requested to be notified on work order status changes a cancellation notification will be sent. 

A Work Order is retired when it was created in error and is not needed. No notifications will be sent.

Do I retire work from the job or work order? What's the difference?

Retiring should always be done from the work order. If all the work orders on a job are retired, the job will automatically be retired.

Some users have extended permissions which allow them to retire a job. When using this special functionality only the job will be retired, work orders will not change status.

Business Office

How do I copy the information from the existing agreement to the new one?

To copy a single blanket -

1. Go to Contract-Contract Manager-Service Agreement.

2. Click on the blanket you wish to copy

3. Click on the action Copy on the blanket

4. Click on Close Window

5. Enter the ID of the blanket in the ID field in the manager query (omit the hyphen and year)

6. You should see a new blanket with an ID of "BLNumber" + hyphen + "next fiscal year". The new blanket should show a status of "Draft" whereas the current blanket shows a status of "Issued"

7. If you copied a fixed blanket then the fixed service charge should also show in the new blanket with a status of "Active".

8. It is important to note that the status on the new service created on the new fixed service blanket for next year should not be "Ready for Upload" until it is ready for billing at the onset of the new fiscal year.

To do a bulk copy of blankets for new fiscal year -

1.  From the menu go to Contract - Contract Manager - Service Agreement. From the subquery pick "Service Agreements - Issued". You can copy 50 or 100 records at a time. Click on Select All. All the blankets in your view will be selected. Click on action "Copy for Next Fiscal Year". All blankets in the view will be copied. You will need to move to the next set or page to get the next set of blankets to be copied. This is important as otherwise you will be copying the same set of blankets.

2. To check the blankets created for the new fiscal year select subquery "Service Agreements - Draft". All the blankets ready for next fiscal year will be in draft status and visible from this query. 

Other tasks to be completed at fiscal year closing for blankets -

1. At the start of the new fiscal year after the 06/30 billing is done go to Contract - Contract Manager - Service Agreement. Select sub query "Service Agreements - Issued". Select all blankets for the previous fiscal year and click on action "Complete" on right top corner. This should complete all blankets for last year. 

2. After you have completed all the blankets for the last fiscal year  select sub query "Service Agreements - Draft". Select all the new fiscal year blankets and click on action "Issue". You should have a new set of blankets for the new fiscal year. 

3. Next you need to push all the services on the new blankets for fixed service blankets from Active to Ready for Upload for them to be picked by billing for the first billing cycle of the new fiscal year. Go to menu item  - "Setup".  Click on "Products and Services". Click on Services. By default you will see all services. Pick the subquery "Services - Ready for Upload". If you see services there pointing to last years blankets delete those services. Then pick the subquery - "Services - Active". Select all services and click on Ready for Upload. For your information the query also displays the blanket id they are tied to, the start and expiration dates of the service and the service provider.