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HOMEBUILDER:  VENDOR WORK ORDERS

Learn how to create and manage vendor work orders from a Phase or Contract ...

In this article:

Overview | Construction Work Order Management | Creating Work Orders from Phase Planning Lines | Vendor Work Orders of a Phase | Vendor Work Order Card | Status | Actions | Populate from Planning Lines | Creating Work Orders from a Vendor Contract | Adding Planning Lines to an existing Work Order from within the Vendor Contract

Overview

Vendor Work Order is a set of items that a Vendor must complete within a Vendor Contract.

Work Orders are used to indicate that work is ready to start for a trade (vendor) on one or more Lots.

You can create Work Orders for a Base Contract, Color Chart, or Warranty Items.

Although you can create Work Orders from a Lot, most companies choose to create them from the Phase Planning Lines or from the Vendor Contract. There are two reasons for this:

  1. All the Lots you select get put onto one Work Order (if you create from a Lot, you will get one Work Order per Lot).
  2. Generally, you call in a trade (Vendor) to work on a few Lots at a time and not typically Lot by Lot.

Work Orders can be created and viewed from several places.

Construction Work Order Management

Before creating Work Orders one Phase or one contract at a time, it is usually quicker to start from the page that shows where the gaps are. Search for Construction Work Order Management.

The page lists your vendors, one row each, with a Phase Filter at the top that you can set to a single Phase or several. For each vendor it shows:

Field Definition
Planning Lines w/o WO How many Planning Lines are assigned to this vendor but are not yet on any Work Order (work that has been planned but not yet ordered). 
New WO Work Orders created but not yet issued to the vendor.
Issued WO Work Orders currently with the vendor.
Reported WO Work Orders the vendor has reported as done, awaiting your acceptance.
Completed WO Work Orders accepted as complete.
Email The address used for the outstanding Work Order correspondence below. It is pre-filled from the vendor’s report selection setup and can be overridden on the page.

Every on of the count fields is a drill-down.

  • Drilling down on Planning Lines w/o WO opens the Planning Lines page filtered to that vendor’s lines that have no Work Order, within the Phase Filter you set. From there you select the lines and run Create Work Orders. This is the fastest route from “work is planned” to “work is ordered”. See the Phase Planning Lines article for that action.
  • Drilling down on any of the four status columns opens the Construction Work Orders list filtered to that vendor and that status.

Note

The first row of the page is a special row named __Not Assigned. Its Planning Lines w/o WO count is the number of Planning Lines that have no Vendor No. at all. Those lines cannot be turned into Work Orders until a vendor is assigned. Drill down and use Assign Vendor Contract on the Planning Lines page. Vendors with nothing outstanding are not listed at all, so the page stays short.

Actions on the Page

  • Print Outstanding WO  —  prints the outstanding (issued) Construction Work Orders for the selected vendors, within the Phase Filter.
  • Email Outstanding WO  —  sends the same outstanding Work Orders to the selected vendors, using the addresses shown in the Email fields.

Both actions consider only Work Orders of type Construction with status Issued. If there is nothing to report, the system tells you the report could not be generated because it was empty, so that you can adjust the filters.

Creating Work Orders from Phase Planning Lines

To create a Work Order from Phase Planning Lines, search "Phases" and choose the action "Planning Lines". In the page "Phase Planning Lines", select the Planning Lines you want to create Work Orders for and run the action "Create Work Orders".

  • This action groups selected planning lines by vendor contract (Vendor No., Vendor Contract No.) and creates Work Orders for each of the contracts.

 

Vendor Work Orders of a Phase

To view all Work Orders that belong to a Phase, search Phases, then select the Phase, and run the action "Work Orders".

  • This will open the page "Vendor Work Orders".
  • To open a Vendor Work Order Card for an existing Work Order, double-click its number (column "No.") or press "Edit" in the ribbon.
 
Note

The page has the following actions:

  • Print: Prints selected Work Orders.
  • Send by Email: Sends Work Orders as a PDF attachment to the email address specified in the Vendor card.
  • Sent Emails: Shows emails sent to the vendor for the Work Order.

 

Vendor Work Order Card

To find all Vendor Work Orders, search Vendor Work Orders and open a Vendor Card. The page "Vendor Work Order Card" allows a user to edit a Vendor Work Order and execute a number of actions on it.

Note

Lot Code - If all Work Order lines belong to the same Lot, the Lot Code in the Work Order header specifies this Lot. Otherwise, the Lot Code is empty.

 

Status

A Work Order moves through the following statuses:

Status Meaning Reached By
New The Work Order has been created but not yet sent to the vendor. Lines can still be added. Creation, or Un-Issue
Issued The Work Order is sent to the vendor. Date Issued is stamped. Issue, or Re-Issue
Reported The vendor has reported the work as done. Date Reported is stamped. This status is also reached automatically when the last outstanding Planning Line of the Work Order is reported as done. Report as Done
Completed Signifies the the site super accepted the work as completed.  Date Completed is stamped, along with Completion Confirmed and the completing user. Also reached automatically when the last outstanding Planning Line of the Work Order is completed. Complete
Cancelled The Work Order will not be carried out. Date Cancelled is stamped. Cancel

 

Actions

Progressing the Work Order

  • Issue

    • Changes the status of a Work Order from 'New' to 'Issued'. All Planning Lines referenced by Work Order lines change Progress Status to 'Ordered'.

  • Un-issue

    • Changes the status of a Work Order from 'Issued' to 'New'. All Planning Lines referenced by Work Order lines change Progress Status to 'Pending'.

  • Report as Done

    • Change the status of a Work Order back from 'Issued' to 'Reported'. All Planning Lines referenced by Work Order lines change Progress Status to 'Reported'.

  • Complete

    • This action shows a pop-up page where a user must enter "Date Completed" and may enter "Completion No."
    • On pressing "OK", the system changes the Status of the Work Order to 'Completed'.
    • On completion of a Work Order, the Planning Lines within the Work Order get completed. If all Planning Lines of a Task get completed, the Task gets completed automatically.

  • Re-issue

    • There can be situations when a work order previously marked as 'Reported' or 'Completed' should be re-done. In this situation, a user can re-issue the work order using the action "Re-Issue". This action changes the Work Order Status to 'Issued' and the Status of the Work Order Planning Lines to 'Ordered'.
    • Please note that the Status of the task where the Planning Lines of the Work Order belong remains intact.

  • Cancel

    • This action cancels a Work Order which is in Status 'New' or 'Issued'. The action opens a pop-up page where a user can enter the cancellation reason.
    • Upon pressing "OK", the system changes the Status of a Work Order to 'Cancelled'. The Planning Lines change Status to 'Pending' and become un-associated with the canceled Work Order.

Adding Lines

  • Populate from Planning Lines
    • On the Work Order Card. Adds Planning Lines to a Work Order that already exists. See Populate from Planning Lines below. Available on Construction Work Orders while the status is New.
  • Add Service Issues
    •  On the Work Order Card. Adds Service Issues to a Work Order. Shown only for Work Orders of type Service, and only while the status is New. See the Service Issues and Work Orders article.

Purchasing

  • Create Purchase Orders
    • On the Construction Work Orders list. Creates Purchase Orders for the selected Work Orders, so the ordered work can be received and invoiced.

Printing and Sending

  • Print
    • Prints the selected Work Orders in the version intended for the vendor.
  • Print With Costs
    • Prints the same Work Orders including cost figures.
  • Send by E-mail
    • Emails the Work Order, opening the standard email dialog so you can review it before sending.
  • Send by E-mail Silently
    • Emails the Work Order without opening the dialog. Use it when sending a batch.
  • Send by E-mail With Costs
    • As above, in the version that includes costs.
  • Send by E-mail With Costs Silently
    • As above, without the dialog.
  • Sent Emails
    • Opens the log emails already sent for the selected Work Order.

Note

The 4 “With Costs” actions are visible only to users who hold the CAN SEE LOT COSTS functional permission. Users without it see the standard Print and Send actions only. See the Functional Permissions and Roles article.

 

Populate from Planning Lines

The routes described so far all start from Planning Lines and end with a new Work Order. Populate from Planning Lines works the other way round: you start from a Work Order that already exists and pull the lines into it. Use it to top up a Work Order before issuing it, or to build one by hand from a blank Work Order.

The action is on the Vendor Work Order Card. It is available for Construction Work Orders while the status is New. Once a Work Order has been issued, its lines are fixed.

Step 1 —  Narrow the Selection

Running the action opens the Select Planning Lines dialog, pre-filled from the Work Order header:

Field Definition
Vendor No. Taken from the Work Order. The Work Order must have a vendor; the action stops if it does not.
Phase Code Taken from the Work Order. If your HomeBuilder user settings name a single default Phase, that Phase is used. Leave it blank to look across all Phases.
Vendor Contract No. Taken from the Work Order. If the vendor has exactly one contract in the Phase, the system fills it in for you. The lookup is filtered to that vendor’s contracts.
Include Planning Lines without Vendor No. Widens the selection to lines that have not yet been assigned to a vendor, so you can bring them onto this vendor’s Work Order.
To Invoice Restricts the selection to one kind of work: Base Contract lines, POE lines (upgrades and extras released for purchase), or Other.
Include lines with zero Remaining Cost Includes lines that have no cost left to purchase.

Press OK to continue.

Step 2 —  Pick the Lines

The Select Planning Lines list opens, showing the Planning Lines that match. For a Work Order, the system shows only lines that are not already on a Work Order and whose Progress Status is Pending.

The list shows Lot Code, Item No. and Description, Variant Code and Description, Quantity, Unit Cost, Remaining Qty., and the Work Order and Purchase Request references. Additional columns (Phase, Model, House Area, Bundle information, Usage, Progress Status and cost totals) can be revealed through Personalization. Cost columns are visible only to users with the cost permission.

Select the lines you want and run Add Selected. The lines are added to the Work Order and the page closes. If nothing is selected, the system tells you that no Planning Lines were selected.

Note

The same two-step dialog is used to populate Purchase Requests and purchase documents from Planning Lines. The filters behave slightly differently in those cases. For example, Completed Only is available for purchase documents but not for Work Orders. See the Task-Item-Purchase Invoice Linking article.


Creating Work Orders from a Vendor Contract

To create a Work Order from Vendor Contract:

  • Open the page "Phases" and choose the action "Vendor Contracts". In the "Vendor Contracts" list, select a contract and choose "Planning Lines".
  • In the page "Vendor Contract Planning Lines", select the Planning Lines you want to create a Work Order from and click "Create WO for Selected".

This will create a Work Order and open a Work Order Card for it.

Adding Planning Lines to an existing Work Order from within the Vendor Contract

To add Planning Lines associated with the Vendor Contract to the existing Work Order:

  • Open the page "Phases" and choose the action "Vendor Contracts". In the "Vendor Contracts" list, select a contract and choose "Planning Lines".
  • In the page "Vendor Contract Planning Lines", select the Planning Lines you want to add to an existing Work Order, and run the action "Add Selected to WO"

This will open a pop-up page where a user selects an existing Work Order created for the same vendor contract.

Note

To view all Work Orders in the company, open the page "Vendor Work Orders" by searching it or by navigating to a Roles Center (i.e. Homebuilder, then Operations, select Transactions, and click Construction Work Orders).