Metropolitan Contractor Portal User Guide

Transcription

1 Metropolitan Contractor Portal User Guide Page 1 of 26

2 Contents 1. The Self Serve Home Page Accessing the Contractor Portal Logging into the Contractor Portal The Preferences Page Navigating between pages Logging out of the application Navigation Navigation and Query Review Search Subregion Carrying Out an Advanced Search Works Orders Works Order Details Vary a Works Order View, Create and Update Non Access Events View and Create Works Order Notes Complete a Works Order Export a List Variation Requests Payment Applications View Payments Create Payments Contact Details...21 Page 2 of 26

3 1. The Self-Serve Home Page The Self-Serve Home page is the starting page for the Contractor Portal. 2. Accessing the Contractor Portal 2.1 Navigation from the Self-Serve Home Page Go to the Metropolitan website link You will see several options which are available for customers of the organisation. Select Contractor Details. Page 3 of 26

4 If you are on Internet Explorer 10 you will need to turn your browser onto compatibility view by clicking on the broken page icon in the browser bar until it turns blue. 2.2 Logging into the Contractor Portal You will be taken to a log-in page. You will have been provided with your log-in details. Enter your details and click Log In. 2.3 The Preferences Page The first time you log into Northgate Self-Serve, you will be taken to your Preferences page where you can change your password and also provide a memorable question and answer. Please DO NOT change your username, as this will stop you from accessing your work. Page 4 of 26

5 You may save changes by clicking the Save button or discard them by clicking cancel, both options return to the Self Service Home page where the new credentials, if any, are used to log in again. If you need to change your question and answer, password, preferred contact method, telephone number or address, then please contact Metropolitan using details on the webpage. 2.4 Navigating between pages When using a service you can return to the home page at any time by clicking on the Northgate Self-Serve Home link. 2.5 Logging out of the application You can log out of Self-Serve by clicking the Log out button displayed at the top of the page. If you don t log out and carry out any actions, you will be logged out after 20 minutes. Page 5 of 26

6 3.0 Navigation The Contractor site details are displayed at the head of the main page according to the Contractor Site. In the example below the Contract Site Code = BODGE, the Contract Site Description = Bodge and Fixit Limited. There are three options which are initially available Works Orders Variation Requests Payment Applications Page 6 of 26

7 3.1 Navigation and Query Review You navigate around Northgate Housing using links, icons and buttons. Use the following table to identify the purpose of the ones most commonly used. Tip: If the item you are looking for does not appear on this table it will have a unique use and be explained in the help topic corresponding to the page, region or sub region it is on. Page 7 of 26

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9 3.2 Search Sub-region The simple Search sub-region appears above the region on each of the summary pages within a product area. It is used to populate those regions with the records that meet your search criteria. When you first access the main page within any product area you will need to retrieve the records you want from the database. This is done by entering your search criteria in the Search sub-region. Tip: If the Search sub-region doesn't provide you with a sufficient number of filters, use the Advanced Search. Carrying Out a Simple Search Click the Works Orders business area Select Sta(tus) from the Search on Please Select list. Enter ISS in the field immediate to the right of the Search on list. Click Perform Search or hit the enter key. All Works Orders with a status of ISSued will be returned to the summary page (for Contractor Portal purposes these will be only orders for the Contractor who is logged in). Tip -To See All of Your Orders Click the Works Orders business area Select Con Site from the Search on Please Select list. Enter your Contractor Site Code in the field immediate to the right of the Search on list. This is found at the top of the page under your User name. This will return all of your orders. Page 9 of 26

10 3.3 Carrying Out an Advanced Search Click Works Orders. The Works Orders business area summary page appears. Click Advanced Search in the Search sub-region. The Advanced Search page appears. Enter your search criteria and enter any further search criteria, and then click on Search. The Works Orders business area summary page reappears. The records that meet your search criteria are displayed in the Works Orders region. Search Results When you run a simple search or advanced search the results are displayed in the region from which the search was called. If a large number of records are returned, use the Next link to scroll to the next page of results. Page 10 of 26

11 Inexact Search Criteria You can use wildcards and comparison operators in your search criteria if the exact criteria are unknown. The Percent (%). The percent sign represents any number of characters. For example: STEVEN% Could retrieve STEVEN or STEVENS or STEVENSON or STEVENTON. STE%EN Could retrieve STEVEN or STEPHEN or STEFFEN %MOUTH Could retrieve EXMOUTH or PORTSMOUTH or SIDMOUTH %MAY-1999 Would retrieve transactions in May 1999 The Underscore ( _ ) The underscore sign represents a single character. For example: 2_ Could retrieve and 2a, 2b 3 Could retrieve and 30a, 30b 10-MAY-199_ Would retrieve transactions on 10th May in ME Could retrieve MERR or MEAR or MEIR Page 11 of 26

12 4. Works Orders You can access this region from the Works Orders Summary page within Contractor Portal. This session looks at Works Orders and how to search The below shows the available statuses of Works Orders which you can search on, or you can search for the Works Order Reference Number if known. Works Order Statuses RAI - Works Order Raised (Not authorised or ready for you to start work on) AUT - Works Order Authorised (Authorised, order ready to be worked on) ISS - Works Order Issued (Issued, authorise and ed to you, order ready to be worked on, can vary at this status) COM - Works Order Completed CAN - Works Order Cancelled CLO Works Order Closed (Completed and Invoiced) IVR - Variation request on a Issued status Works Order (Variation at RAIsed status) CVR Variation request on a Complete status Works Order (Variation at RAIsed status) PEN Pending Works Order (we should not have any orders at this status) HLD Held Works Order (we should not have any orders at this status, check the works orders notes for further information if it is) Confirmation works orders are viewable too. These can sometimes be identified by the description. However a sure fire way to sell is to go into the works order detais and expand the view. Page 12 of 26

13 You can search for them in the advanced search and search by confirmation indicator Y or N. Page 13 of 26

14 Works Order Functionality 4.1 Works Order Details To view the Works Order details, you can click on either the WO Ref, Address or Description lines. These hyperlink into the details. Alternatively you can use the Actions Please Select menu to the right had side and choose Works Order Details. The Works Order Details Page has three regions, Jobs, Works Order Non Access and Works Order Notes. The overall summary of the Works Order is shown at the top of the page, then the three regions are each individually accessible by clicking the Page 14 of 26

15 Expand symbol to the left of each region. Further details can be accessed by expanding the individual lines within each region, as shown below. Page 15 of 26

16 4.2 Vary a Works Order Metropolitan - Requesting a Variation Process Metropolitan Variations where no agreed pricing policy is in place (no agreed Nat Fed SOR rates). Please be aware this is just for Metropolitan works orders. Metworks process is below. If you require a variation for any reason (additional work, code changes, extensions of time and/or cost) then vary the order as below, entering a variation reason and comments. Green fields are mandatory select the most appropriate Reason Code from the drop down list, add Comments as required. Add details on the variation, new cost and who you have contacted. If your operative is on site and you can carry out the repair there and then please call the Commercial Team s hunt group on They can approve or reject the variation and enter it onto the system. If you need to return for a follow-on and make another appointment, then please the full details to the Commercial Team including and pictures, evidence, quotes, costs, measurements and/or drawings. Please also include the works order number in your . Please note that any variations should be submitted at ISSued status, any request at COMplete will be rejected. address: CommercialTeam.Enquiries@metropolitan.org.uk Page 16 of 26

17 Once the info is received by then the works order variation will be accepted or rejected by Metropolitan. These works orders will revert back to their original status of ISS but will be given a new version number. Metworks - Requesting a Variation Process Responsive Agreed variation limits will be set with each contractor. Values in excess of this value should be discussed and agreed with the relevant Supervisor/Contract Manager/Lead Planner with all relevant supporting information ed through to the relevant person prior to work commencing. Void All variation requests should be agreed with the site supervisor before commencing the works and ed to Chris Kilner christopher.kilner@metropolitan.org.uk with all relevant supporting information. Enter the WO ref number in the quick search and click enter. From the actions menu for that works order select vary a works order. Green fields are mandatory select the most appropriate Reason Code from the drop down list, add extra Comments as required You can Add a Row, change Quantity of SOR s, change the Location or delete a row Page 17 of 26

18 4.3 View, create and update Non Access Events If you attend a property and the customer isn t present then please log a nonaccess. Search for the works order Go into the works order dataview Click create works order non-access Fill out the date, time, reason and add comments 4.4 View and Create Works Order Notes You can view any notes added by Metropolitan against the Works Order and you can add any notes to a works order. Please bear in mind that no one will necessarily be alerted that a note is here unless they look for it. Page 18 of 26

19 4.5 Complete Works Order Search for the Works Order that you wish to complete. From the actions menu select Complete Works Orders. Please ignore Complete Jobs for Works Orders; you don t need to do this. Simply enter in the Completion Date and Time and click on Save 4.6 Export a list Whenever you conduct a search in the portal you can export this into Excel. Simply click on the Export link in the bottom left hand corner. Page 19 of 26

20 5 Variation Requests You may search for previously requested variations in this area. You can see from here whether they have been approved or not.. Variation Functionality View Previously Requested Variation Details Export a list Variation Statuses RAI Raised Variation (requested, not yet authorised) AUT Authorised Variation (requested then authorised) HLD Held Variation REJ Rejected Variation Please note that the Works Order status will change to IVR or CVR whilst there is a RAIsed variation request outstanding. 6 Payment Applications Page 20 of 26

21 6.1 View Payments Click on the Payment Applications area. Search using the Quick or Advanced Search functions. Click anywhere on the payment application line and this will take you into the details. Alternatively chose Payment Application Details from the action menu. Page 21 of 26

22 From here you can expand the top region to see more details. In the bottom section you will see Works Orders associated with the Payment Application. Page 22 of 26

23 6.2 Create Payments In the Payment Application area click on create Asterisked fields are mandatory. Con Site Code Enter your Contractor Site Code or click on the list to select Notified Date Date Application Date Con Site App Ref Claimed Amount you are claiming (gross) Payment Due Date 30 days Tax Code Select from the drop down list Comments This is a free text box to add any comments you wish Then click save. Please note the claimed amount must match the total value of works order on that particular payment application. You will now see your application at the status of ENT. Click anywhere on the application line and this will take you into the Payment Application Details. Or Alternatively click on Payment Application Details from the action menu. Page 23 of 26

24 You can expand the top region to see more Payment Application Details. Click on create in the bottom section to add the Works Orders you wish to claim for. Add in a Works Orders and tab across, this will pre-populate the other fields. Add rows if you are claiming multiple Orders on one Invoice. When you have finished click on save. Works order status is shown here, please ensure your orders are complete before submitting. Page 24 of 26

25 How to tell if an invoice has been paid When Accounts Payable have attached the invoice to a payment run then a receipt notification is sent back and the payment date and payment ref will be populated. Once the invoice is approved by us then it changes to AUThorised status and the works order will change to CLOsed status. Page 25 of 26

26 7 Contact Details For Metropolitan Contractors Please send invoices to: If you have any queries accessing or using the portal, please contact the relevant team: Hunt group no For Metworks Contractors Please send invoices to: East Midlands: London: If you have any queries accessing or using the portal, please contact the relevant team: East Midlands: Tel: London: Tel: Page 26 of 26