Adhoc Work Orders

Adhoc Work Orders allows tasks to be done as they are requested outside of any formal contractual agreement.

The following functions are available:

Go to Operations -> Adhoc Tasks -> Adhoc Work Requests

1. Click on “Create”
   
2. Fill in the Work Order details
   Select Client, Site, Date required and description of the work order.
   The Clients Job Number is optional and is the customer’s job number or reference number.
   If this Adhoc work request is a temporary relief to contracted site regular hours, then you’ll need to provide the allocated hours for the job. The AP GL code is default to  51101 – Contract Labour – Regular for temporary relief jobs.
   If the Adhoc work request is not a temporary relief, then you can change the AP GL code based on the real case.
   Choose whether the jobs request for quotation or a service, and then the priority.
   The SLA determines the response time for the Service Provider or CSM to respond.
   
3. The Work Order will appear on the list
   An email will be sent to the person who created the Work Order and the CSM
4. Click on the view icon to manage the Work Order

   

5. Client on Request Quote and choose a Service Provider to conduct the quote or a CSM to quote on behalf of field staff. Click on the Send button to send the quote.
   
   • This process can be repeated to send quotes to multiple providers. The list of Quote requests will appear here –
     
6. Once the quotes is provided by the service providers, click on Propose or Reject on the Service Provider submissions.
   
   After a quote is proposed, you can still reassign the job if you want. Just click the reassign button to select the new service provider/CSM, then the job will be reassigned to the selected person. But the quote details remains the same, so you’ll need to edit it if there’s difference in quote details.
   *The job is reassigned from Test SP F to Test SP H

   

7. Click on “Mark Up” to add a mark up price. The AR GL Codes is set to  41100 – Sales – Adhoc by default, you can change it base on your needs. 
   
8. Add additional cost if there are any. If all cost are confirmed, review quote to view the quote details. Once details are confirmed correct, the quote can be sent to the selected client to review.

   You can also approve/reject on behalf.But if you approve on behalf, you’ll need to click “Create Service Order” to generate the service order.

   

   

   create service order

9. If the quote is sent to client to review, once the client approves, the status will be changed to “Client Approved” and a service order will be created automatically.
10. If there’re changes in the job details, you can click to re-create the service order. If not, you can ask for completion photos by clicking “Completion Photos Request”
    *Please note, only user who is a Service Provider Manager and has been assigned to the selected Service provider company can upload photos as requested.
    
11. After the work is completed and verified, you can click “ready to invoice”. The status will then be change to “Ready to invoice”.
    

    

12. Close the Work Order when complete.