PORTAL USER GUIDE. Spencer Henshaw Ltd. 4 Fred Thomas Drive Takapuna. PO Box Glenfield 0747 Auckland. Portal Helpline:

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1 PORTAL USER GUIDE Spencer Henshaw Ltd 4 Fred Thomas Drive Takapuna PO Box Glenfield 0747 Auckland Portal Helpline:

2 Table of Contents Overview of System...2 Standard Icons...3 Logging In...4 Change Password...4 Lost Password...5 Logging Out...5 View Jobs...6 Search Jobs...7 Job Details Header...8 Job Information...8 Job Description...9 Jobs will show as a separate job per trade...10 Start Job/ Complete Job/ Card Left...11 Job Tabs...12 Job Details...12 Exemptions...12 Add New Job Line...13 Notes Notes...15 Log...16 Time Spent...16 Contact Information...16 Order Dates...17 Documents...17 Print Work Order...18 Payment Enquiry...19 Viewing Invoices...19 Export Payment Enquiry Details to Excel...20 BCTI...21 Rates Update...22 Codebook...23 Section Two: HOW TO DO THINGS Process a Job...24 Scoped Work and Excluding a Job Line...25 Pre-Approval Required...26 Request an Exemption...27 Enter Card Left Details...28 Pause a Job...28 Unstart a Job...29 Complete a Job...30 Paperwork Required

3 Attach a Document / Report...33 Removing a Document / Report a Document / Report...37 Connect to your printer

4 Overview of System The Contractor Portal is an application which allows the flow of data between Head Contractors and Sub Contractors. It allows subcontractors to log in and view information on Jobs assigned to them. The Contractor Web Portal gives you the following: Instant notification of new work Who has been allocated to the jobs Is the job to be completed within deadlines Tracking WIP (Work in Progress) What work is still to be invoiced The Contractor Web Portal has three main sections: 1. Jobs 2. Invoices 3. Payment Enquiry 3

5 Basic Icons Explanation: In this section we will describe the purpose of each standard icon used throughout the portal. These icons perform the same function each time they are selected. Standard Icons Arrow Back and Forth between screens Delete Removes the current record Allows the user to Documents and Reports Print Allows the user to Print Documents are Reports Refresh Refresh the current screen with any updated information Edit Allows the current record to be edited Search Used to enter information and search for information Calendar Opens calendar for easy date searching Export Data Used to export information into Excel format Paperwork Required Click to upload a Document Hide/Show used to Hide/Show information. If the contents of a menu are missing, try pressing the triangle in the top left corner Cut/Paste The windows Cut (Ctrl C) and Paste (Ctrl P) works throughout this application for easy data entry 4

6 Logging In To Application Login - You will be given a unique ID and password to log in with. Contact Spencer Henshaw if you have not received your Login. Change Password To change your password click on Change Password 5

7 Lost Password If you cannot remember your password, a new one can be ed to you. Click on Lost Password. Enter your user name and click OK. The address you set up your profile with will receive a new password. Log Out The top right hand corner of the screen in Contractor Portal shows which contractor is logged in. Click on the Logout button to return to the Log In screen. 6

8 View Jobs Lists all jobs allocated to you. The oldest jobs are displayed at the top. a) Enter criteria to find specific jobs b) View an individual job in detail 7

9 Search Jobs Use the Search Jobs function to view jobs with specific criteria, such as: Jobs within a specific date range (13/04/ /04/2018) Street Number and Street Name Status Priority Order Number HNZ Job Number Assigned to For easy entry of the dates click on to open the calendar Double click on the date you would like to select. Once you have selected your search criteria click Search Jobs. All jobs within your criteria will appear in the screen below. To open and view a job click on any of these highlighted details: Job ID, Order#,Address, HNZ Job# Clicking on any of these links will take you to the main data entry screen also referred to as the work order screen. This is where the main processing of a job is completed. 8

10 Job Details Header The Header shows job details, you cannot adjust these details. It may be updated as the job progresses and works as a guide for the status of the job. To hide this information click on Hide Header Details. Job Information The following Job Information can be seen: -Job ID: -Order ID: -Job Number: -Address: -Contact: -Phone: -Class: -Allocation: -WIP Date: -Start/Finish: -Status: -Priority: -Assigned To: A system generated Job ID Number System generated Order Number HNZC Rob Reference Number Address of property at which work is to be carried out Name of contact person for property at which work is being carried out Contact phone number Type of Job (Responsive or Planned) The allocation group the job is for (Electrical, Plumbing, Carpentry) Date the work became Work in Progress The dates this portion of the work is scheduled to be undertaken on Shows status of where the job is at Type of Job Priority (Urgent, General) Who the job is assigned to 9

11 Job Description: The description in red is a brief overview of work required to be carried out at the property. The AM:YYYYYNN, PM: YYYYYNN shows the days in which the tenant will be available for the work to be carried out Extra information relevant to the job may be seen in the notes of the job line. The job line information should be checked as it is sometimes very important. 10

12 Jobs will show as a separate job per trade Explanation: For contractors who work in more than one trade, jobs on the same site under different trades will appear as separate jobs. These Jobs have the same order number, the same address and the same job number. Notice the trade allocation is different: Carpentry & Joinery, Decoration and Plumbing & Drainage. Because the trade allocation is different these are dispatched to the contractor as three separate jobs. 11

13 Start Job, Left Card, Complete Job The buttons Start Job, Left Card, Complete Job, track the workflow of the Job. Subcontractors can date and time stamp these events to create an accurate record. You must select Start Job before you can enter any job details, except adding a Note so that relevant details can be communicated should there be any hold-ups etc. 12

14 Job Tabs Once you have selected a job there are seven tabs where you can view details on the job: Job Details Exemptions Contact Info Notes Log Time Spent Order Dates Documents Job Details This is where all the details of work to be done at the job are entered. This information is used for invoicing purposes. You cannot delete job lines issued by HNZC however these can be excluded. Any other lines added as variations can be deleted. Exemptions This is where you request any exemptions you may require, how to request an exemption is covered in detail on Page 25 13

15 Add a new job line 1. Select location from dropdown menu 2. Enter Job Code or start entering to get available matches 3. Enter Quantity of item 4. Enter Notes pertaining to the job carried out The following message will appear if you try to enter a line that requires notes to be added and none have. 5. Select M for Maintenance or D for Damages 6. Click Add Line 14

16 Notes Notes are extremely important part of tracking a jobs progress and it is important to ensure all job notes are kept up to date to allow maximum visibility as to where a job is at, at any given time. It is important to remember numerous people can read notes so the user must be aware DO NOT enter potentially offensive notes. From the Notes tab you are able to create a note for the job. To create any notes click on the Create a Note button and the following window will appear: Type the note you wish to write and click the Save Note button to save the message If a note needs actioned by Spencer Henshaw it is good practise to also the note to them. If you click the icon you can it to numerous people at the same time. 15

17 Notes Click on the icon next to the relevant note and the following screen will open. Enter the address by either: 1. Typing the address into the address field (if address is known) Or 2. Search for an address by entering a name into the Find an Address field and click the icon. If any matches are found they will appear in the list. These can be selected as the main address by clicking on the name or placing as a CC address by clicking on the CC. Once information has been entered click the button A confirmation message will be displayed; either click the button to continue or to return to the notes screen. 16

18 Log The Log Tab shows a record of all transactions carried out against the particular work order. Time Spent The Time Spent Tab is a record of all the time events of a job. Time Spent is automatically recorded when workflow event buttons are clicked, such as Start Job etc. Contact Info This shows the user all the contact information available for the property 17

19 Order Dates As each date is entered it is logged and can be viewed in the Order Dates Tab. The following dates need to be recorded prior to allow a job to be invoiced. Received Response Completed Documents The Documents Tab allows reports to be attached to the corresponding job and ed if necessary. 18

20 Print Work Order Work orders can be printed by clicking on the icon: A screen will open showing details of the job to be printed Click on the button to print the document. If the document does not print you may need to set up your Printer Go to Page 22 How to set up a Printer 19

21 Payment Enquiry Explanation: The payment enquiry screen allows a sub-contractor to see all the orders they have worked on and which stage in the invoicing cycle they are at. You can search for orders that you wish to view by entering details into the search criteria eg: Order Number, Date Range, Address Contains, External Job Number Viewing Invoices A list of the orders that match the criteria will be displayed. If further information about the order is required you can click on one of the orders in the list and a popup screen with the orders details will be displayed. Pop-up screen with order details: 20

22 Export Payment Details to Excel Explanation: Payment enquiry details can be downloaded into a Microsoft Excel format. Select the button in the top right hand corner The downloaded information will appear in the bottom left hand corner of your screen. Click on this to open Microsoft Excel and view the information in Excel format. The information will only automatically download as seen if Microsoft Excel is currently installed on your computer 21

23 BCTI Explanation: Buyer Created Tax Invoices will be available under the Payment Enquiries tab. Click on an address in the Payment Enquiries tab, the BCTI will be displayed under its own tab. Please note this BTCI function has not been added (as at 24/4/2018) 22

24 Rates Updates Explanation: Should there be any updates to your rates, including new Job Codes, they will be displayed in the Rates Updates tab. 23

25 Codebook Explanation: The Codebook is where you can view all of the existing job codes for the trade you are registered under. If you are a contractor who is registered under more than one trade you can change which trade codes you are viewing under Job Category tab. 24

26 SECTION 2 HOW TO DO THINGS HOW TO Process a Job Explanation: Once a job has been dispatched the main processing of a responsive order will be done through the View Jobs Screen. Choose an Order: Select the job that you wish to work on from the View Jobs screen. Start the job by clicking on the Start Job button. Enter Work Items: To enter work items: a) Select the location where the work was carried out eg. B1 (Bedroom 1) b) Select the code that represents the type of work carried out eg. ABS100 (Install Automatic Doors) c) Enter the Quantity of code eg. ABS100 x $500 (Cost of Materials) d) Select whether the job was M - Maintenance or D Damages e) Click Add Line The Job Line will now be saved and can be viewed in the window below with the other job lines. The line can be either edited or deleted by clicking on the. The Job Line will be moved back to the data entry line where you can change details, once you have finished editing press Add Line again. 25

27 Scoped Work and Excluding a Line If you have a job that has been scoped you must Exclude any of the job lines that you did not complete and add in any new lines as variations. To exclude a line click on the corresponding Exclude box. 26

28 Pre-Approval Required Explanation: Jobs with variations which amount to over $500 will require you to submit a Pre-Approval. The Get Pre-Approval button will appear only when a Pre-Approval is required. You must submit an Exemption before you can submit a Pre-Approval request. Once an Exemption has been completed you may Request Pre-Approval, selected a date and time and add a comment. You may then click Request Pre-Approval for the Job, this will submit the Request for Pre-Approval. 27

29 HOW TO Request an Exemption Explanation: When you make a variation on a job, you may be required to submit and Exemption. Select from the drop down boxes the Exemption Type: Responsive Delayed to access the site eg. Weather or tenant not home Complete Have attended the job but cannot finish eg. waiting on parts Respond and Complete Couldn t access the site and this pushes the timeline so that you cannot complete within expected completion date/time And the Reason for the exemption: Access, Consent, Weather, Supply or Other Reason. You can t Request an Exemption without adding a comment. Once you have completed all the required fields select 28

30 HOW TO Enter Card Left Details Explanation: Card Left details are entered by selecting the Card Left button and recording the date and time that the card was left. HOW TO Pause a Job Explanation: You may wish to let Spencer Henshaw know that a job has been paused as for example; you are waiting for parts. You can do this by clicking the Pause Job button and entering a date and time. Once a job has been paused a Restart Job button will be available for when you wish to restart the job again. 29

31 HOW TO Unstart a Job Explanation: If you have mistakenly started the wrong job, you can Unstart the job. Unstarting a job will reset all the information back to the way it was when the job was first dispatched to you. The job will appear under the View Jobs tab completely reset as a New Job. 30

32 HOW TO Complete a Job On completion of a job click the button to record that the job is completed. On a scoped job you can individually tick the job detail lines to indicate which parts of a larger job have been completed. A date and time stamp will be recorded against each line. Once the whole job is completed the should be entered. button should be used and a final completed date and time It is important to realise that once a job is put to COMPLETED status it is an indication to the Spencer Henshaw team that the job is ready to be processed further. Users need to be aware to make this the last stage of the process as once the job is marked as completed the user will not be able to change any details. 31

33 HOW TO Paperwork is Required Explanation: Some jobs required specific paperwork before they can be completed. If you try to complete a job when paperwork is still required you will see this message: You can see if Paperwork is required on the job line under PWrk Req. Click on the symbol to upload paperwork. Paperwork Required continued on the following page.. 32

34 When you click the symbol this upload a document screen will pop-up Select Choose File to browse your computer for the required Paperwork. Add a comment in the comment section and then Click. The PWrk Req symbol will now turn green. Indicating that the required paperwork has been uploaded If the Paperwork Required symbol is orange then no paper work is required for the corresponding job line. 33

35 HOW TO Attach a Report All documentation for a job should be attached through the Documents tab. The following types of reports should be attached to jobs: Building Reports Stove Reports Plumbing Sign offs Electrical Sign offs Photos of work done To attach a report to a job: 1. Click on the Documents Tab 2. Click on and the following will be displayed: 3. Select the type of document you are attaching: The following document types are available: Document (default) Image URL Other Attach a report continued on the following page.. 34

36 4. Select Document Source: The following document sources are available: Upload (default) Hyperlink 5. Click the Choose File button to search your computer for the documentation you wish to attach Click Open to select a file. Once selected the file will appear next to Choose File in the Documentation field. Attach a report continued on the following page.. 35

37 6. Add a comment to the document and click the button. A comment must be added, if you attempt to add documentation without a comment you will see this message: 7. Once the Document has been attached it will be displayed in the documents tab as follows: 36

38 Removing a Document To remove the document click on the icon. To view the document click on the link under the Comment or Name 37

39 HOW TO Documents / Reports To reports about a job click on the Documents tab and the following tab will open Select the report/reports you wish to by ticking the corresponding Select box. The click the button. Make sure you tick Select before clicking selected this message will be displayed:. If no documents have been When a document has been selected clicking the button will bring up this screen: a Document continued on the following page.. 38

40 Enter the address by either 1. Typing the address into the address field (if address is known). Or 2. Search for an address by entering a name into the Find an Address field and click the icon. If any matches are found they will appear in the list. These can be selected as the main address by clicking on the name or placing as a CC address by clicking on the CC. Enter any comments you wish to send with the in the comments field. Then click. A confirmation message will be displayed; either click the button to send or to return to the previous screen. 39

41 HOW TO: CONNECT TO A PRINTER Select on the Job Details pop-up screen The following screen will be displayed. If the print button does not work, try your Printer Destination How to set up your printer continued on the following page.. 40

42 Select the printer destination which matches the name of your printer. Clicking the Print button will send the Document to your printer. 41