Work Orders in Rex PM represent the assignment of a job in the maintenance process to a supplier or owner, initiating the necessary repair or maintenance work.
This sub-task integrates seamlessly with Maintenance Tasks, enabling you to track progress and document all interactions and agreements with suppliers and owners. Alternatively, Work Orders can be used independently, outside the standard maintenance flow, to suit your workflow needs.
To ensure a smooth process, it’s essential to set up a Message Template before creating or sending Work Orders. You can refer to the Message Templates in Rex PM guide for detailed instructions.
Please refer to the Maintenance Task help article for more information on how to log maintenance issues and start the maintenance workflow in Rex PM.
Creating Work Orders
Work Orders can be created from various locations in Rex PM, including within a Maintenance task, from a Quote task, or independently.
Creating Work Orders from a Quote Task
To issue a Work Order from a Maintenance task
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Open the relevant Maintenance Task.
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Navigate to the Quote and Work Orders tab.
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Select Issue Work Order on the approved Quote Request.
Note: The Quote Task must be approved for this option to become available.
Creating Work Orders within Maintenance Tasks
To issue a Work Order directly from the Maintenance Task:
- Open the Maintenance Task.
- Go to the Quote and Work Orders tab.
- Select Issue Work Order.
Creating Tasks from Anywhere
To create a Work Order independently:
- Click the Global Create Button.
- Select Create Task.
- Choose Work Order.
- Click Continue.
Work Order Details
Core Information
When creating a Work Order Task, you’ll be prompted to provide the following information:
- Summary: A name for the Work Order Task.
- Description: Any additional details about the work (optional).
- Images: Attach reference images (optional).
Depending on whether the work is assigned to a supplier or the owner, the required information will vary:
If the Supplier Will Complete the Work
- Associated Quote: Reference a related quote (optional).
- Supplier: Specify which supplier will complete the work.
- Price: Enter the approved price for the work.
- Access Provided By: Indicate who will provide property access.
- Message Template: Choose the template to notify the supplier.
- Follow-up and Due Date: Specify follow-up and completion dates (optional).
Note: If the Work Order is created from a Quote Task, most of these fields will auto-fill.
If the Owner Will Complete the Work
- Owner: Specify which owner will complete the work.
- Message Template: Choose the template to notify the owner.
- Follow-up and Due Date: Add optional follow-up and completion dates.
From here you can select if a supplier will be completing the work or the owner.
This will then adjust what information is required based on the selection.
If you the supplier is to complete the work:
- Associated Quote - Search the quote you'd like to reference (optional)
- Supplier - Which Supplier is to complete the work
- Price - the final price that was approved for the work
- Access Provided By - who will be providing access for the work
- Message Template - which template you'd like to use to notify the supplier
- Follow-up and Due Date - When would you like this quote to be followed up on and due (optional)
Note: If the Work Order is created from a Quote Task, most of these fields will auto-fill.
If you the owner is to complete the work:
- Owner: Specify which owner is responsible for completing the work.
- Message Template: Choose the template to notify the owner about the task.
- Follow-up and Due Date: Optionally, set dates to follow up on the task or indicate when the work is expected to be completed.
After entering the necessary details, click Complete to finalise the Work Order Task. From there, you can either go directly to the Outbox to send the included message or use the drop-down menu to continue working without sending it immediately.
Managing Work Order Status
Once the Work Order Task is created, you can manage its status directly from the Maintenance Task or the Quote Task, depending on your workflow.
The following statuses are available for Work Order Tasks:
- Issued: The Work Order has been created and sent.
- Accepted: The supplier or owner has confirmed the task.
- Completed: The assigned work has been finished.
- Bills Added: Invoices or bills associated with the task have been added.
- Revoked: The Work Order has been cancelled or withdrawn.
Note: Bills can also be added under the Bills Tab within the Maintenance Task.