How To Guide

On this page

• Submitting a New Work Request (FM)
• Creating Request for quotation
• Adding Vendors’ Quotation
• Requesting for Work Request and Quotation Approval
• Approving Work Request
• Creating Work Order from Work Request
• Creating Payment Requisition for Work Order
  
• Approving Payment Requisition
• Updating payment requisition
• Creating a work order from a Pending PPM dashboard
• Creating a work order from a PPM

 

Submitting a New Work Request (FM)

• Click on Work Request on Work Management Menu
• Click on New from the display
• Complete the request form and click the Done button.
• An automated email notification will be sent to the applicable unit responsible for the selected job category in the request.

 

Creating Request for quotation

• On the Work Management Menu, click the edit button on the applicable request, to open the request in edit mode.
• On the opened work request, click on the Quotation to collapse, then check the “quotation required” box then check Create vendor RFQ.
• To send RFQ to the vendors, fill the RFQ description and items, select the vendors, attach the necessary documents and click the Add button to Save and automatically deliver the RFQ to the selected vendors via email.

 

Adding Vendors’ Quotation

• On the Vendor Quotation, then click on Add Quotation, then the Vendor name from the vendor dropdown.
• Enter the quotation items for each vendor.
• Do this for all the vendors selected for RFQ.
• Choose a vendor as the preferred vendor by checking the “Make Preferred Vendor” box below.
• Click on the Done button

 

Requesting for Work Request and Quotation Approval

• On the edited work request details page, click on the “Request approval”, box, and then click on Add approving officers
• Select the managers to approve in sequence.
• Then, click on the Add button
• Request Approval email notification will be sent to the selected managers in accordance to the configured sequence.

 

Approving Work Request

• Click on Work Request > List of Request Page.
• Click on the edit button on the applicable request, to open the request in edit mode.
• On the Approval Request table, check the Approve box next to your name.
• Then, click on the Done button.
• Approval request email notification will be sent to the next manager in line.

 

Creating Work Order from Work Request

• After the selected managers have approved the work request, an approved Work Order will be automatically created for the work request.
• An automated email notification will be sent to the work owner and the preferred vendor, notifying them to proceed with job execution.
• The rejected vendor will receive a notification to inform them that their quotation was not selected.

 

Creating Payment Requisition for Work Order

• Click on the Work Management Menu > Work Order
• Click on List of Work Order from the dropdown menu then click on the applicable work order
• Click on the edit button on the applicable work order, to open the work order in edit mode.
• On the Details Tab, click on the Create Payment requisition link
• The payment requisition is created, complete the fields as required.
• Click on the “Request approval”, box, and then select the managers to approve in sequence
• then click the Done button

 

Approving Payment Requisition

• Click on Work Management Menu > Payment requisition> List of Requisition Page.
• Click on the applicable requisition, to open the requisition then click the edit button.
• On the Approval Request table, check the Approve box next to your name.
• Then, click on the Done button.
• Approval request email notification will be sent to the next manager in line.

 

Updating payment requisition

• Click on Payment requisition Menu
• Click on List of Payment Requisition from the Work management menu.
• Click on the edit button on the applicable requisition, to open the requisition in edit mode.
• On the Add Payment tab, Enter the payment details then click on the ADD button to save your entry.
• Then, click on the Done button to update.

 

Creating a work order from a Pending PPM dashboard

• From the Work management menu, click on Pending PPM.
• On the Pending ppm page, click on any of the ppm and a work order would be created
• On the work order page, click on the Asset Tab if the work is asset related it would display the asset.
• Click on the Resources to see the vendor or technician(personal) added at the ppm.
• Click on the Item Tab to see the item added also.
• On the Item tab, click on the add (+) button to enter the required items
• Click on the Follow-Ups tab on the work order page, then click on Add follow up.
• Select the receiver, enter the message then click Add to save
• Click on Files Tab, and then click on Add File button located at the left side of the page.
• Click on Choose File, then browse to the location of the file. Enter the file description and click upload
• Click the Done button to submit the work order.

 

Creating a work order from a PPM

• On the work management menu click on “Work Order” then “New” on the list of workorder.
• On the Details tab of the New work order page, complete the field as required also select Planned then pick a PPM Type from the dropdown
• Then click the Done button after every required field is entered.
• click on the Asset if the work is asset related.
• click on the Resources to add a vendor or technician(personal), Add Resources and when done click on Add to save the changes.
• click on the Item Tab.
• On the Item page, click on the add item (+) button to enter the required items
• Click on the Follow-Ups tab on the work order page, then click on Add follow up
• Select the receiver, enter the message then click Add to save
• Click on Files Tab, and then click on Add File.
• Click on Upload file, then browse to the location of the file. Enter the file description and click Add
• Click the Done button to submit the workorder.