To vary a repair order

Parent Previous Next

Once an order has been allocated to a contractor it is possible to vary - or amend - the tasks within it, provided the Financial Status has not been progressed to Fully Invoiced or the Order Status set to Cancelled. As well as amending existing tasks, it is also possible to add new tasks, not previously included within the works order.


The procedure to vary a repair order is as follows:

  1. Using the global search facility, type in the first few characters of either the contact who requested the repair or the asset address 1.
  2. Double-click on the row containing the exact record match. Where the expected record is not listed, a more advanced search can be conducted using the spy-glass icon ().
  3. Click on Repair Requests (contact summary 360 view) or Repairs (for an asset) 2. The Repairs History tile (or Repairs tab) is activated, revealing a list of all recorded repairs in the Repairs History summary table.
  4. Double-click on the row containing the specific repair request against which works order variations are to be applied. The Repair Request window is displayed.
  5. Click on Orders. The Orders tab is activated and all raised orders are displayed in the List of Work Orders summary table.
  6. Double-click on the row containing the specific works order to be varied. The details of the order are displayed.
  7. Click on Tasks. The Tasks tab is activated.
  8. Click on Vary Work Order 3. The Works Order - Variation Reason window is displayed.
  9. Enter the Variation date for the works order adjustment using the calendar icon () or type in the value directly; a time may also be specified using the clock icon () 4.
  10. Using the Variation reason drop-down field, select a parameter value to qualify the circumstances surrounding the order variation e.g. Receipt of variation request from contractor.
  11. Use the Comments field to add any contextual information in support of the order variation.
  12. Click on Next. The Vary Tasks for Works Orders window is displayed, revealing a list of all assigned tasks in the Repair Task summary table.
  13. Select the row matching the task to be amended. The detail fields are populated with all the attributes of the chosen task.
  14. Amend the Additional description, Quantity, Location, Priority, Analysis and Special instruction values, as appropriate, to reflect the required task changes; the Recharge and Inspection attributes may also be revised at the discretion of the end user.
  15. Click on Update. The task variations are reflected in the Repair Task summary table.
  16. Repeat steps 13 through 15 to vary further tasks linked to the works order 5.
  17. Click on Save 6 1.


Tip

1 Where the original cumulative cost of all included SOR tasks was below the minimum threshold set for the mapped contract definition, and therefore a default SOR code included to offset the difference, its value will be automatically adjusted to take account of the applied variations, or removed completely should the Minimum order value be exceeded.

Note

1 The search facility will automatically return all possible matches for a contact's first name and last name once the Number of characters before an automatic search commences system preference is reached; it will likewise return all possible matches for any corresponding address field.

2 The availability and customisation of all Contact Summary 360 View tiles is controlled separately for each end user via their unique system profile.

3 Tasks that have already been varied can be amended further through this process i.e. the option is still accessible for tasks with a status of Varied.

4 The permitted date entry format is DD/MM/YY or DD/MM/YYYY; the permitted time entry format is HH:MM.

5 To add a new repair task to the order, enter a SOR code or component of the SOR description into the Search task field and select the desired SOR from the filtered drop-down list. All editable fields - Additional description, Quantity, Location, Priority, Recharge, Recharge type, Recharge notes, Analysis, Special instruction, Pre inspection and Post inspection - can be populated with relevant data for the new task.

6 The order status will be automatically set to Awaiting Authorisation or Awaiting Variation Authorisation if the combined variations result in the order value exceeding the end user's order value or variation limits respectively.


See related topics...

Repairs order variation management overview

To add a repair task

To edit a repair task

To delete a repair task

To create a repair order

To define the user profile

Using the search facility