Order list

Create new orders or edit existing ones using this form. Orders can be created manually (one-off orders), but in most cases they are generated automatically from order schedules (tasks), which are responsible for the regular triggering of orders as part of a maintenance plan. Once a new order has been created, it is assigned a ticket number and runs through the approval and execution workflow until it is completed and accepted. Use the "Reports" button in the workbar to call up the work slip for the order as a PDF document.

HideShowTimeControls

Workflow

Identification

In this section, data for the identification of the order can be entered. This information will be used to identify it across the entire FM-Portal.

Property	Description
Order Text (Detailed)	Enter additional details about the description of services.
Ticket No.	Displays the unified default ticket number of the maintenance order which is automatically generated by the system.
Permit required?	A permit is a form with which the permission to carry out this order is certified in writing.
Order Text	Enter a description of the services

Time Management

Information about scheduling the order (e.g. when should the order be completed) can be entered in this section. If the order was triggered by a meter, a meter and a planned start meter reading can be entered here. If this is not the case, a date picker is displayed.

Property	Description
Start execution time window	Time window at which the execution can start depending on the "Execution to" date and the selected time control.
Scheduled End	Select the date on which the order must be carried out. FM-Portal's escalation function takes effect with regard to this date.
Completed	Displays the date (and time) on which the order is agreed between the service provider and the contracting entity, and on which the service is accepted by the contracting entity. The display is automatically updated after each status change performed in the process form of the respective order.

Workflow Settings

This section displays information on the order's workflow status. New order data records receive the status "planning stage".

Property	Description
Scheduled Approval	Select the date by when the work must have been inspected. By this time, the order should have reached "Completion" status. FM Portal’s escalation function is activated in relation to this date.
Order starts	At this point, the automatically created order is started for active processing by the client.
Reminder: Check by AG	On this date, the client will be reminded to check the order if this has not been done.
2nd reminder: Check by AG	On this date, the client receives a second reminder that an order needs to be checked,
Date: Examination by AG	The audit by the client should be completed by this date.
Order Type	Select the order type. This will be used to take over additional settings from the order type which are displayed on the order form. This includes selecting whether an escalation should be activated and whether malfunction and time reports are required for the order.
Escalation Stage	Displays the escalation stage set for this order in the order type with the associated escalation times.

Operator

This group contains information about the operator of the order, such as name, contact details and responsibilities. It is used to clearly identify and assign the operator responsible for the respective order.

Property	Description
Person Responsible for Object	Select the responsible person for the object concerned by the order.

Orderer

Information about the contracting entity can be entered here.

Contractor

Information about the contracting entity can be entered here.

operational comments

Comments on order execution can be entered using the editor in this info area. The comments can also be sent as an e-mail. See IC1223. The comments can also be sent as an e-mail. See IC1223.

In this section you can add and edit comments and annotations.

Object selector

In this area, objects can be selected for the order either via the cadastre (sorted by object type) or via the explorer (sorted by location, building and room). Selected objects can be removed again on the right-hand side.

Administration

You can enter information on the organization the order into this section.

Property	Description
Society	Selection of the company.
Required Qualification	Select the qualification which the person responsible for the object must have.
Annual budget	Enter the annual budget that is to be debited with the costs from this order. Both internal and external services are charged.
Trade	Select a trade to which this order is to be assigned. This information is used to better categorize orders and has no further effect.
Contract	Select the contract existing between the contracting entity and the contractor which covers the service required by the order.

Billing

Information about invoicing the order can be entered into this section.

Property	Description
GEFMA Cost Groups	Select the cost group according to GEFMA guidelines 200.
Cost Group According to DIN 18960	Select the cost group according to DIN 18960.
G/L account	Selection of the G/L account to which the costs of the order are posted.
Cost Group According to DIN 276	Select the cost group according to DIN 276.
Cost Center	Select the cost center which should be charged with the costs arising from the order.

Order ->

If the order is assigned to a purchase order, this connection is displayed in this info area. To establish this connection, see IC1908 and IC1909.

Property	Description
Cost estimate [€]	Indication of a cost estimate in euros.
commercial contract	The "Commercial contract" data field is used to store the contract from contract management that regulates the commercial aspects of an order. Here you enter the contract that contains financial and commercial agreements, in contrast to the "Contract" field, in which the technical contract is stored. Use this field to ensure that all commercial terms are clearly documented and separated from the technical details.
order	Display of the FM order to which the order is linked.

Work Plans

Work plans relating to the contract can be selected here. This section is not enables until the order has been successfully entered.

See also: Work plans

Order History

Use the editor in this section to enter more comments about the order. This includes, for example, dates of status changes and the name of the person who triggered the action.

In this section you can add and edit comments and annotations.

Disclaimer

A disclaimer concerning the order can be entered in this section.

Property	Description
Disclaimer	Enter the order disclaimer.

Description

Information on the cause of maintenance or servicing can be stored here.

Property	Description
Remark	Comment on the measure
Order Cause	Enter the reason for which the order is to be carried out (e.g. "Fault", "One-off maintenance", "Maintenance").

Performance feedback

Performance feedback

See also: Performance feedback

Activity Report

Activity reports by in-house employees can be recorded here. Data about working hours, travel times and costs is requested.

See also: Feedback on own work

Order Generation

A new task can be added to a manually entered order in this section. If the order was automatically generated from a task, these fields will be filled in automatically.

Property	Description
Planned Reading at Start	Displays the meter reading during triggering of orders if the order is triggered by a task based on the meter.
Order Schedule	Displays the schedule related to the order tasks.
Released by Meter	Select the meter which prompts triggering of orders based on the meter.
Overarching mission	Selection of a higher-level order.

Time Tracking

This section is used to keep track of the time taken to perform the order.

Property	Description
Actual Time [h]	After conclusion of the order, the actual time required to process the order as reported by the service provider in the time confirmation is displayed here. Manual entry of information in this field is neither possible nor required.
Target Time [h]	If the order was not assigned a work plan from which the target time for an order is automatically taken over, a target time can be manually entered here. Alternatively, a target time can also be manually entered in addition to the work plan's target time.

Malfunction Report

Any malfunctions discovered during the work, including information about expected downtimes, and a detailed description and recommendation are recorded here.

See also: Feedback Fault

Feedback cover sheet

The confirmation cover sheet can be downloaded in the work bar under the "Reports" button. At the same time, it is sent to the contractor by e-mail when the work is commissioned, i.e. when switching from the workflow step "Disposition AG" to the WOrkflow step "Vorlauf". The contractor fills in the confirmation cover sheet and sends it as the first page of a fax to the fax number shown. This feedback ensures that the workflow is automatically transferred to the "Control" step if the following box is checked: "Yes" for "Are the commissioned services fully completed?". See also IC1838.

Work Slip

The work slip is a summary of the order, indicating which orders should be performed as part of the order, and providing information about the contracting entity and contractor. The work slip can be downloaded by clicking the "Reports" button on the webform’s tool bar.

Document Upload

Any file attachments can be attached to the order here. Scanned maintenance reports should also be updated here.

In this section you can upload, download and manage files.

Service Tickets

All service tickets resulting from the order are shown in this list.

See also: Service tickets

Assigned defects

Assigned defects

See also: List of defects

Object list

Object list

See also: Objects in orders

Warranties

Warranties

See also: Warranties

Follow-up orders

Follow-up orders

See also: Order list

Create purchase requisition

This action creates an FM purchase order for the specified services for this maintenance order. For this purpose, a creditor data record must exist for the contractor company.

Add order to purchase requisition

Add order to purchase requisition

Create follow-up order

Create follow-up order

Maintenance Report

The maintenance report is an overview of the individual work steps in the order, and enables the executor to enter comments and indicate whether the work step took place without any problems or whether further tasks are required. The maintenance report for the respective contract can be downloaded by clicking the "Reports" button on the webform's tool bar.

No Configuration for IH_KALENDER_T

No Configuration for IH_KALENDER_T

See also: IH_KALENDER_T

List IH_RECHT_AUF_BEURTEILUNG_T

List IH_RECHT_AUF_BEURTEILUNG_T

See also: Assessment basis Orders

List IH_RECHT_AUF_GRUNDLAGE_T

List IH_RECHT_AUF_GRUNDLAGE_T

See also: Legislation Orders

Mangel erfassen

You can use this action to create a new defect for defect management from the maintenance order.

Create follow-up order

Create follow-up order

Background check of G/L accounts and company

This function checks in the background that only the G/L accounts assigned to the selected that are assigned to the selected company are available.