Once the quote has been accepted, the project becomes in pre-construction status. Now it's time to create a work order and a purchase order. If the information was in the quote, the work orders are created automatically. On the other hand, if the information wasn't there, you'll have to create them manually.
New Purchase Order
(A) Add a purchase order by clicking on the + to the right in the Project tab options.
Purchase order interface
All the options available for completing a purchase order are detailed below.
(A) The name and numbering are created automatically after pressing + (previous step). It is possible to modify the information in the small pencil on the right.
(B) All customer information and details are included.
(C) Purchase order activities (note, follow-up, task).
(D) Customer follow-up (all e-mail exchanges).
(E) Receive the purchase order by pressing Receive.
All materials ordered on this purchase order will be displayed. Simply enter the number received in the appropriate box. It is also possible to add a note, assign costs to the project and attach a delivery slip.
(F) Add materials by clicking on the + on the right. In addition, if materials have been entered in the Quotes interface, you can press Import from project to have them included automatically.
You need to define:
The material
The description
The planned quantity
The unit price
(G) Include a file and/or photo.
Sent to supplier and/or subcontractor
To send the purchase order to the supplier in question, click on the three small dots in the top right-hand corner of the Purchase Order interface. To complete sending, click on Send.
You need to define:
The subject
The recipient's e-mail
The sender's e-mail
The PDF to be attached
The e-mail text
Add another file if required
New work order
In a project, go to the "Work orders" section
(A) Add a work order by pressing the + on the right.
Work order interface
The process of creating a work order is detailed below. In addition, the three small dots at the top right allow you to edit the information, the various PDFs available for printing, invoice for time and materials, and view the job report. It is also possible to change the status of the work order.
(A) The name is created automatically after pressing + (previous step).
(B) All customer information and details.
(C) Activities
(D) The job description as mentioned in the Jobs tab of the Quotes interface. The description may have more than one section, segmenting several sections of the project.
(E) Add, one at a time, all employees concerned by the project. They are notified when they have new tasks.
(F) Create a daily report for each day worked on the project. For more details, click on the link.
You can also click on View job report next to the + on the right. The customer report is a complete documentation of your project based on your daily reports. Simply import the completed daily reports into the job report. Send it to your customers to charm them. This PDF report includes:
Project name
Customer details
Date
Activities (note, follow-up, task)
Customer follow-up
All project-related daily reports
(G) A summary of the time spent by all employees working on the project. The time is recorded in the daily report.
(H) Summary of materials used by employees who worked on the project. Materials can be entered in the daily report or directly in the work order.
(I) Include a file and/or photo if necessary.
Project tasks
For project tasks, it is possible to include a checklist in each segment of the job description after it has been created. Press +Item, and you now have the choice of inserting an existing template or a new item.
New item
The following must be defined:
The job
The job assignment
The date