Work Orders in SOFT4Spaces are used to register Customers’ / Tenants’ requests for repair, renovation, maintenance and other tasks. The Work Order Calendar shows the schedule of the assigned employee, and, if your company uses the Tenant Portal, the Messages section lets you communicate with the Tenant.
To create a new Work Order:
- Open the Work Orders list from the Role Center.
- Click New.
- In the Work Order card, fill in the fields described below.
| Field | Description |
| Prepared By | The person responsible for preparing the Work Order. |
| Assigned To | The person in charge of the Work Order. Used in the Work Order Calendar. |
| Order Date | The date when the Work Order was ordered. |
| Customer No. | The Customer who ordered the work. Customer details are filled in automatically. |
| Contract No | A valid Lease Contract of the Customer. |
| Warranty | Turn on if the work is done during the warranty period. |
| Come-back | Turn on if this is a repeated visit for the same issue, e.g. the previous repair did not solve the problem. |
| Customer Request | The Customer’s notes about the request. |
| Requested Appointment Date | The appointment date requested by the Customer. |
| Appointment Date / Appointment Time | The agreed appointment. Shown in the Work Order Calendar. |
| Vendor No. | The Vendor, if the work is done by a Vendor. |
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- In the Items section, select the Lease Unit No. (it has to belong to the selected Lease Contract), the Type (G/L Account, Item, Resource, Fixed Asset, Charge (Item) or Service), the No., Quantity, Unit of Measure Code and Unit Price. Line Amount and Cost Amount are calculated automatically.
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- When the work starts, go to Home and click In Progress.
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Use the Documents section to store any documents related to the Work Order. Turn on Sync. to Tenant Portal to share a document with the Tenant.
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To invoice the Customer, see How to create Sales Invoice directly from Work Order.
Work Order statuses
The Order Status is changed with the actions on the Home tab. Only the actions allowed for the current status are shown:
| Order Status | Available actions |
| New | Assign, In Progress |
| Assigned | In Progress, On Hold, Completed |
| In Progress | Completed, Incomplete, On Hold |
| On Hold | Assign, In Progress |
| Incomplete | Assign |
| Completed | Invoice |
Assign requires the Assigned To field. Close and ReOpen are always available: a Work Order can be closed only after it is invoiced, unless No Invoicing is turned on, and ReOpen sets the status back to New.
Messages with Tenants
If your company uses the Tenant Portal, you can exchange messages with the Tenant on the Work Order. The Messages section is under Documents. If you do not see it, click Personalize and add the Messages part. Unread messages are shown in bold.
To send a message to the Tenant:
- In the Messages section, click New.
- Enter the text in the Message field. Subject (Work Order number and status), From, To and Date/Time are filled in automatically.
- Turn on Show in Tenant Portal, so the Tenant can see the message, and close the window.
To read a message, click its text or click Show. Click Flag Read/unread to change its status.
Note:
- Your user has to have a Salespers./Purch. Code in User Setup: its name is shown as the sender.
- Messages without Show in Tenant Portal are visible only in SOFT4Spaces (Business Central side). A new message without text is not saved.
Work Order Calendar
To see the Work Orders of an employee day by day, go to Work Orders, go to Reports and click Work Order Calendar.
Use Assigned To Filter to select the employee (by default, your own Salespers./Purch. Code), Period Type to switch between Weekly and Monthly, and Next Period / Previous Period to move between periods. Each line is one day, and columns 1 to 8 show the Customer Names of the Work Orders with that Appointment Date.
To plan a Work Order, click an empty cell on the required date, select the Work Order and click OK. The system sets its Appointment Date.
Note:
- The calendar shows up to 8 Work Orders per day.
- Set the Appointment Time and Assigned To on the Work Order card.
The Work Orders For Week chart in the FactBox pane of the Work Order card shows how many Work Orders are assigned to you for each day of the next 7 days, starting from the work date. The chart always shows your own Work Orders (by the Salespers./Purch. Code in User Setup), not the Work Orders of the opened card. Click a bar to open the list of Work Orders for that day.
