how to create a quick work order - custom
TRANSCRIPT
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How to Create a Quick Work Order - Custom
1. From your Aim WorkDesk, click on “Work Management”
2. Click on the icon beside “Quick Work Order”
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3. The boxes highlighted in “red” are required fields.
Description
Organization / Requestor
Status
Region / Facility / Property
Funding Method / Work Code
Status
Type / Category
Shop / Priority
Step 1
Enter the Description of the work. You are never to change the Work Order Number.
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Step 2
Requestor / Organization
In the “Requestor” field, key in any part of the department’s title and click on the magnifying button
Click on “Requestor” department
Or, if you know the Department’s 3 digit Organization code, key it into the “organization” field and click on
the magnifying button. This will auto populate the “requestor field.
Note: The requestor field will auto populate
o Note: If make an error in selecting the department
o Clear out the “requestor” and “organization” fields
o Click on the “save” button (you will receive error)
o In the “requestor” field, key in the department title and click on the magnifying
button
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Key in Contact Name, Phone and email address.
o If you are creating this work request for a Client, key in the Client’s information.
Step 3
Region / Facility / Property
If you know the “Property” number you can type it in “Property” field and hit the magnifying glass. This will
auto populate Region and Facility fields
Note:
Or you can search through Region by hitting the magnifying glass.
Click on “VCU”
Select the “Facility”
Select the “Property”
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Step 4
Type / Category
Click on the zoom key
Note: This will self-populate for the Zones
Select from Administrative, Improvements, or Services
Select “Category”
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o Note: The top right box highlighted red for “Status” will fill in automatically when you fill in the Type
and Category.
Step 5
Status
Auto populates as “New” for phase. QuikFM customer work request will always be in “New” status.
Department are responsible to update this status.
If you need to update Status from “New”, search by clicking the magnifying glass.
Select the phase status update
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Step 6
Funding Method / Work Code Group / Work Code
Funding Method: Shop = shop account is charged for maintenance related work
Custom = Reimbursable work - buildings (Housing), customers (Athletics), and/or
Shops (General Services, Lockshop). Update “Account Setup” is required
Funding Method: CUSTOM / Work Code
Shop is auto populated
Click on down arrow, and select “Custom”
o Note: This is a maintenance issue, however the building is 100% reimbursable.
After you choose “Custom”, you will need to assign the budget (or index) code for the charges (see
step 10)
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Next choose the Work Code Group
Choosing Work Code Group first will narrow down the search for the Work Code. For example, I selected
HVAC on page 2, and my work code selections are narrowed down for HVAC work.
Choose the Work Code.
Step 7
Shop / Shop Person / Priority
The “Shop” defaults to your Department. This needs to be changed to the shop who is performing the
work/services
Click on the magnifying button to change the shop
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Select Shop, Shop Person, Priority (Emergency, Routine, To Be Schedule or Deferred).
Step 8
Equipment/Asset
If there is an asset that is being worked on, search for the asset by using the arrow beside Asset
Tag.
.
o Select the “Asset”
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The following fields are not used (Don’t enter data)
Step 9
Phase User Defined Fields
Select whether the Work Order is At-End, or Progressive.
o Note: Physical Plant does not use “At-End” or areas may
o Note: A Work Order can have multiple phases and some phases may be reimbursable (custom)
and some may be maintenance (shop).
Funding Method
Shop Non-Billable: maintenance or estimate work that is not being billed
At-End: reimbursable work that is billed all at once at the “end”
Progressive: reimbursable work bills new charges at each billing cycle
Click on “Bill Type” to change value from non-billable
Billable
Custom
Cu
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Select the correct code for this phase on the work order
If you are using a Contractor see Steps below, if not, go to Step 10.
Click on “Contract Overhead Markup %”
Click on “8.00”
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Step 10
Account Setup
o Reminder: Make sure “Funding Method” in Step 6 is set at “Custom”.
On the left side of your screen: Select “Account Setup”
Charge Account: Client’s Account
Offset Account: The account you are crediting/ reimbursing.
Click on the “Add” button
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Select Percentage Split (percentage is automatically 100%) and click the blue Next button in the top left.
Note: Some areas use Fixed Amount where a fixed $ amount is
entered.
Type in the “Account” code that is to be charged and click on the magnifying button.
Click on the “Subcode” magnifying button, Click “Done”
Account Setup screen, click on “Done”
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Repeat the same action for “Offset Account”
Click on “Done”
Click on “Done”
Click on “Save”
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