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Work Order Charge Types
Below you will find a comprehensive guide to adding work order costs to a work order.
Step-by-Step Guide to Adding Work Order Charges:
1. Open the work order “Cost” section and click “Add Charge.”
2. From here, you will have the ability to choose from a dropdown list of charge types.
3. You can choose from the following charge types:
Labor
A. Charge Type: Select “Labor” to add a labor charge. That will prompt the following fields to populate and the list of “Staff” to populate in the “Maintenance Laborer” dropdown.
B. Maintenance Laborer: The list of “Staff” from your Work Order Configuration section.
C. Description: A description of the labor completed.
D. Billed To: The billable party. This could be the Housing Authority, Tenant, or Other.
E. Date of Work: Date the work was done.
F. Hours: Number of hours, in a decimal format.
G. Maintenance Laborers Hourly Rate: The rate that corresponds with the labor attached to this work order. These rates are also configurable in Work Order Configuration in each staff member’s profile. To add a custom rate, simply select and fill in the “Custom” text field.
H. Calculated Hours and Amount Summary: Here, you can see the breakdown of the hours and minutes as well as how that calculates using the selected “hourly rate.”
I. Cancel or Save: Click the “cancel” button to stop adding the cost or “save” to save the cost to the work order.
Materials
A. Charge Type: Select Material to add a labor charge. That will prompt the following fields to populate and the ability to pull from previously added materials.
B. Description: A description of the material used.
C. Billed To: The billable party. This could be the Housing Authority, Tenant, or Other.
D. Custom Attributes: Populate any custom attributes that populate in this section. In the example above, we have a dropdown for Warehouse.
E. Choose Material: This section is specifically for those who utilize our Inventory feature. By adding materials in Doorways, you can pull them into work orders. If you do not, you’ll just add a custom quantity and price in the section below this one.
F. Quantity and Pricing: Here, your previously selected material will populate with the pre-configured amount for that material. You can add the quantity, the amount, or add a custom amount by selecting the corresponding radio button.
G. Cancel or Save: Click the “cancel” button to stop adding the cost or “save” to save the cost to the work order.
Vendor/Contractor
A. Charge Type: Select Vendor/Contractor to add a labor charge. That will prompt the following fields to populate and the list of Vendors/Contractors to populate in the dropdown.
B. Vendor/Contractor: The list of vendors/Contractors from your Work Order Configuration section.
C. Description: A description of the labor completed.
D. Billed To: The billable party. This could be the Housing Authority, Tenant, or Other.
E. Hours: Number of hours, in a decimal format.
F. Vendors Hourly Rate: The rate that corresponds with the labor attached to this work order. These rates are also configurable in Work Order Configuration in each vendor member’s profile. To add a custom rate, simply select and fill in the “Custom” text field
G. Purchase Order: Input the number associated with the invoice from the vendor/contractor.
H. Calculated Hours and Amount Summary: Here, you can see the breakdown of the hours and minutes as well as how that calculates using the selected “hourly rate.”
I. Cancel or Save – Click the “cancel” button to stop adding the cost or “save” to save the cost to the work order.
Mileage
A. Charge Type: Select “Mileage” to add a mileage charge.
B. Description: A description of the miles traveled/why.
C. Billed To: The billable party. This could be the Housing Authority, Tenant, or Other.
D. Total Mileage: Total number of miles traveled over the entirety of the work order. This can be edited as you go by editing the cost.
E. Cost Per Mile: The cost per mile as allotted by your housing authority or HUD.
F. Total Cost: Total cost (mileage multiplied by the cost per mile).
G. Cancel or Save: Click the “cancel” button to stop adding the cost or “save” to save the cost to the work order.
Other
A. Charge Type: Select “Other” to add a charge that does not fit within the other cost types.
B. Description: A description of the charge.
C. Billed To: The billable party. This could be the Housing Authority, Tenant, or Other.
D. Total Amount: Total amount of the cost.
E. Cancel or Save: Click the “cancel” button to stop adding the cost or “save” to save the cost to the work order.
4. Success! The changes you made will now reflect in the line item on the “Cost Details” page as well as the “Cost Summary” page.