Load & Manage Contractors, quotes & Job Cards

Load & Manage Contractors, quotes & Job Cards

Contractors can be assigned maintenance issues (refer to Load & Manage Maintenance Issues). Users have the ability to request and handle quotes and manage job cards specifically for contractors.

1. Click Admin on the Main Menu. 



2. Click on Customer Files.



3. Select Rental or Sales on the menu heading.

4. Click on the File Name to open the file. 



5. Customer File will open. Click on Maintenance on the file tab ribbon bar. 



6. Maintenance tab will open. 
7. Click on the Maintenance Record button. 



8. Selected maintenance record screen will open.  
9. Scroll to “Contractor section” to view contractors.
  1. Yellow rows: contractor assign and quote status is none or pending
  2. Green rows:  contractor assign and quote status is approved
  3. White rows: contractor assign and quote status is declined



Adding a contractor

1. Scroll down to the “Issues section”, click on Edit button.



2. Click on Add Contactor.



3. The Contractor screen will appear.

4. In the Select and Existing Contactor drop-down menu, users can choose to link:
  1. Option A) Link an Existing Contractor – type in the search field. Select by clicking on the contractor to be appointed to the record. 

  1. Option B) Create a New contractor– click on the add () button. Select the contact type (i.e., Person or Company). Create New contact screen will appear. 


5. Click the Appoint Contractor button.



6. Assign Issues (optional): Select issues from the select issues to address dropdown (refer to Load & Manage Maintenance Issues)



7. Click Save to load the contractor to the maintenance record.



8. Contractor will be loaded to the contractor section. 



Editing a contractor

1. Edit the Maintenance Record, under the “contractors section” and click on Contractor Name.



2. Click on Edit button.



3. Contractor is split into four (4) sections, all sections are optional. 
  1. Contractor Details
  2. Quote Details
  3. Job Details
  4. Invoice Details

4. To confirm changes, click Save Changes button.



Load & Manage Quote Details

All fields in this section are optional. Use this section to track quotes received and approvals.

1. Edit the Maintenance Record, under the “contractors section” and click on Contractor Name.



2. Scroll to “Quote Details section”, all fields are optional and user can generate or email a quote related document. 

Request Quotation: 
  1. Send or export a Quote Request document – click on Request Quotation button. Select the specific report sections. Click View & Send. Choose to export or click sent. 
  2. Upload quote document – click on Upload to import the quote document received. The document may appear on the Quote approval document. 
  3. Add quote received details – select “Received Quote date”, fill in “Quote Number” and “Quote Amount”. These details may appear on the Quote approval document. 


Request Approval: 
  1. Send or export a Quote Approval Request document – click on Request Approval button. Select the specific report sections. Click View & Send. Select to export or click sent. 
  2. Upload approval document – click on Upload to import the quote approval document received. The document may appear on the Job Card document. 
  3. Quote Status – select the quote status from the drop-down select between Approved, Pending and Declined.  If Approved: Add approved date and Approve Amount. If Declined: Add Declined date. The contractor's colour code will update in the contractor list, and the Quotes mini-dashboard view will be updated.


3. To confirm changes, click Save Changes button.



Load & Manage Job Details

All fields in this section are optional. Use this section to track job dates and job card.

1. Edit the Maintenance Record, under the “contractors section” and click on Contractor Name.



2. Scroll to “Job Details section”, all fields are optional and user can generate or email a job card related document. 
  1. Add Instructions –  Type in instructions to appear on the job card. 
  2. Send or export a Job Request document – click on Job Card button. Select the specific report sections. Click View & Send. Choose to export or click sent. 
  3. Add job card sent date – select date from the calendar.  
  4. Add job card details – select “Job Date” and fill in “Job Completed Date”. These details may appear on the Job Card document. 


3. To confirm changes, click Save Changes button.


Invoice Details

All fields in this section are optional. This section is to keep track of maintenance invoice details.

1. Edit the Maintenance Record, under the “contractors section” and click on Contractor Name.



2. Scroll to “Invoice Details section”, all fields are optional and user can generate or email a invoice related document. 
  1. Upload invoice document – click on Upload to import the invoice approval document received. The document may appear on the Request Invoice document. 
  2. Add Invoice details –  Type in” Invoice Number” and “Invoice Amount” to appear on the Request Invoice document. 
  3. Send or export a Request Invoice Approval document – click on Request Invoice Approval button. Select the specific report sections. Click View & Send. Choose to export or click sent. 


3. To confirm changes, click Save Changes button.


Deleting a Contractor

1. Edit the Maintenance Record, under the “contractors section” and click on Delete Button ().



2. Click Yes to accept the prompt. Contractor will be permanently deleted from the maintenance record.