Revised: 06/08/2017
Go to Activities>>Work Order Entry
Enter or select the Work Start Date and enter the time work began
Note: The Date Completed must be greater than the current date or less than the Date Requested.
Enter or select the Bill Date - the date the charges are to appear on the tenant's account. The Bill Date must be within the Period Ending Date or Current Month Ending in the Tenant Management module when the work order is closed.
Note: The Requested By field should not be left blank.
Check the Billable box along with the other applicable boxes.
When the Billable box is checked, other billable options will be shown on the remaining tabs
Review Service Code information already entered, double click on a line to pull up for editing
Edit or enter any additional Service Codes associated with the billable work, if none leave this area blank
Review Labor information already entered, double click on any lines that may need editing or enter additional labor information
Edit or enter work for each time period
Select an Employee #
Select a Service Code
Enter the Start and End Time for the work
The program will calculation the Reg, OT, Other and Bill Hours which can be edited
Check the Bill box for any work that is billable to the tenant
Tab to get the entry into the grid at the bottom
Continue to enter time for the employee(s) for work that is applicable
Review inventory lines for materials used, if already entered, double click on any line that should be edited or enter the line number that is to be edited. If inventory was not used, this page may be skipped
Edit information already entered in the line or enter inventory information
Select an Item Number
The Warehouse should automatically fill in or a Warehouse may be selected.
Enter the Quantity used
The Cost/List Price should default from Inventory, but may be edited
Select a Service Code if applicable
Check the Bill box for any Inventory item that is billable to the Tenant and Tab to drop the information to the grid
Continue to edit or enter Inventory Items if applicable
Review information already entered, edit or enter additional miscellaneous materials used. This page may be skipped if miscellaneous materials were not used for the work performed.
Enter an Item Number
Enter a Description of the item
Enter the Quantity
Enter the Cost
Select a Service Code if applicable
Check the Bill box if the materials are billable to the Tenant and tab to drop the information into the grid
Continue to edit or enter miscellaneous materials as needed
Enter lease violations or housekeeping comments here if applicable
Enter further descriptions of work done here
If applicable, the inspection report will be found here if the work order was created via the inspection module
Additional documents can be added or scanned here
Go to Reports>>Completed Work Order Report to view the work order and the billable items associated with it
Go to Print Forms>>Custom Forms and Letters to print a letter/statement for the tenant
Optional: Go to Billing Review to view the charges and select options for billing the tenant. Note: This information is also available during the closing process.
Check Send to Tenant Auto-Bills if applicable. If unchecked the bill will be applied directly to the tenant's account in full for the bill date entered.
Review or select the Billing Code
Enter a Description for the tenant bill if applicable
Click Confirm to save your entries or Cancel to close the program without saving
Go to Complete>>Close Work Order - Do this last. This will close the work order and move it to history and the Work Order Viewer and add the charges to the tenant's account. Once a Work order is closed a billing statement cannot be printed.
Click Yes to Close the Work Order. Clicking No will stop the closing process.
The system will perform an error check to assure that valid general ledger numbers will be interfaced
If an error is detected, a message will be generated that will describe the error
You should contact your Inventory or Fiscal Manager to review and correct the item, depending on the error. If you need additional assistance, feel free to call your Horizon Support Representative.
The system will also check to see if the Bill Date is within the Period Ending Date or Current Month Ending in Tenant Management. If an error message is displayed, the Bill Date must be fixed in order to close the work order.
Tenant Billing Interface
If you reviewed the billing information from the quick link menu, the billing information will be displayed and may be edited.
Review or enter the following:
Check Send to Tenant Auto-Bills if applicable. If unchecked the bill will be applied directly to the tenant's account in full for the bill date entered.
Review or select the Billing Code
Enter a Description for the tenant bill if applicable
Click Confirm to send the charges to the tenant's account and close the work order.
Go to Tenant Management>>Maintain>>Tenants (Active) and review the billing information for the tenant.