How to Create a Quick Work Order - Custom

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Erick Paul
6 years ago
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1 How to Create a Quick Work Order - Custom 1. From your Aim WorkDesk, click on Work Management 2. Click on the icon beside Quick Work Order 1 P a g e

Funding Method / Work Code Status Type / Category Shop / Priority Enter

2 Step 1 3. The boxes highlighted in red are required fields. Description Organization / Requestor Status Region / Facility / Property Funding Method / Work Code Status Type / Category Shop / Priority Enter the Description of the work. You are never to change the Work Order Number. 2 P a g e

Step 2 Requestor / Organization In the Requestor field, key in any part of the department s title and

Organization code, key it into the organization field and click on the magnifying button.

Note: The requestor field will auto populate o Note: If make an error in selecting the department o Clear

3 Step 2 Requestor / Organization In the Requestor field, key in any part of the department s title and click on the magnifying button Click on Requestor department Or, if you know the Department s 3 digit Organization code, key it into the organization field and click on the magnifying button. This will auto populate the requestor field. Note: The requestor field will auto populate o Note: If make an error in selecting the department o Clear out the requestor and organization fields o Click on the save button (you will receive error) o In the requestor field, key in the department title and click on the magnifying button 3 P a g e

Key in Contact Name, Phone and email address.

Property number you can type it in Property field and

This will auto populate Region and Facility fields Note:

4 Key in Contact Name, Phone and address. o If you are creating this work request for a Client, key in the Client s information. Step 3 Region / Facility / Property If you know the Property number you can type it in Property field and hit the magnifying glass. This will auto populate Region and Facility fields Note: Or you can search through Region by hitting the magnifying glass. Click on VCU Select the Facility Select the Property 4 P a g e

5 Step 4 Type / Category Click on the zoom key Note: This will self-populate for the Zones Select from Administrative, Improvements, or Services Select Category 5 P a g e

o Note: The top right box highlighted red for Status will fill in

Step 5 Status Auto populates as New for phase.

Department are responsible to update this status.

6 o Note: The top right box highlighted red for Status will fill in automatically when you fill in the Type and Category. Step 5 Status Auto populates as New for phase. QuikFM customer work request will always be in New status. Department are responsible to update this status. If you need to update Status from New, search by clicking the magnifying glass. Select the phase status update 6 P a g e

Update Account Setup is required Funding Method: CUSTOM / Work Code Shop is auto populated Click on down arrow, and select Custom o Note: This

7 Step 6 Funding Method / Work Code Group / Work Code Funding Method: Shop = shop account is charged for maintenance related work Custom = Reimbursable work - buildings (Housing), customers (Athletics), and/or Shops (General Services, Lockshop). Update Account Setup is required Funding Method: CUSTOM / Work Code Shop is auto populated Click on down arrow, and select Custom o Note: This is a maintenance issue, however the building is 100% reimbursable. After you choose Custom, you will need to assign the budget (or index) code for the charges (see step 10) 7 P a g e

Next choose the Work Code Group Choosing Work Code Group first will

For example, I selected HVAC on page 2, and my work code selections are

Step 7 Shop / Shop Person / Priority The Shop defaults to your Department.

8 Next choose the Work Code Group Choosing Work Code Group first will narrow down the search for the Work Code. For example, I selected HVAC on page 2, and my work code selections are narrowed down for HVAC work. Choose the Work Code. Step 7 Shop / Shop Person / Priority The Shop defaults to your Department. This needs to be changed to the shop who is performing the work/services Click on the magnifying button to change the shop 8 P a g e

9 Select Shop, Shop Person, Priority (Emergency, Routine, To Be Schedule or Deferred). Step 8 Equipment/Asset If there is an asset that is being worked on, search for the asset by using the arrow beside Asset Tag.. o Select the Asset 9 P a g e

10 The following fields are not used (Don t enter data) Step 9 Phase User Defined Fields Select whether the Work Order is At-End, or Progressive. o Note: Physical Plant does not use At-End or areas may o Note: A Work Order can have multiple phases and some phases may be reimbursable (custom) and some may be maintenance (shop). Funding Method Shop Non-Billable: maintenance or estimate work that is not being billed Billable At-End: reimbursable work that is billed all at once at the end Custom Progressive: reimbursable work bills new charges at each billing cycle Click on Bill Type to change value from non-billable 10 P a g e

11 Select the correct code for this phase on the work order If you are using a Contractor see Steps below, if not, go to Step 10. Click on Contract Overhead Markup % Click on P a g e

Step 10 Account Setup o Reminder: Make sure

Account Offset Account: The account you are

12 Step 10 Account Setup o Reminder: Make sure Funding Method in Step 6 is set at Custom. On the left side of your screen: Select Account Setup Charge Account: Client s Account Offset Account: The account you are crediting/ reimbursing. Click on the Add button 12 P a g e

Select Percentage Split (percentage is automatically 100%)

Note: Some areas use Fixed Amount where a fixed $ amount is

13 Select Percentage Split (percentage is automatically 100%) and click the blue Next button in the top left. entered. Note: Some areas use Fixed Amount where a fixed $ amount is Type in the Account code that is to be charged and click on the magnifying button. Click on the Subcode magnifying button, Click Done Account Setup screen, click on Done 13 P a g e

14 Repeat the same action for Offset Account Click on Done Click on Done Click on Save 14 P a g e

15 15 P a g e

How to Create a Quick Work Order - Shop

How to Create a Quick Work Order - Shop Step 1 From your AiM WorkDesk, click on Work Management Step 2 Click on the New ( ) icon next to Quick Work Order Step 3 1 P a g e The boxes highlighted in red are