WORK ORDER -Database & dashboard
Budget
Posted: 5 years ago
Opened
- Description
- Work Order Database and Dashboard
This desired program will be used in 2 offices that should end up with a connection to either Excel or an upload to a Quickbooks Desktop 2019 accounts payable file. An internet or Web connection will be necessary.
Part A
Automatically number each Work Order for later lookup and additional entries.
Import data from Quickbooks Desktop Pro 2019 or from a database file:
-Enter an Apartment Property Name – code is 3 digits -ie...OR1.
-Enter a Tenant address – ie...794033 (building 7940, apartment 33) Which then spells out the complete Mailing address. OR
- start typing tenant name with a fill-in list. I have 535 apartments in 6 properties. We are currently separating the 6 properties into individual sets of books.
Enter- 1 of 200 Task Codes for the service requested: ie.- BSL, which then spells out – "Bath Sink Leak" in another space
Provide an Additional Information area to assist the technician.
A General Ledger account number is associated with each Task Code- ie... Plumbing- 3565.
Note- there are about 12 possible General Ledger numbers used for the 200 Task Codes.
This Work Order print out is then given to our service technician who returns this page to the office after completion. ( not everyone has a smart phone)
Part B
The Work Order form has space for the employee to write his Name & Time to complete the Task..
(We do not inventory parts but want a Comment Space to write a note if something is needed or suggested.)
Part C
Our manager will enter the previously created Work Order Number from a Drop Down list(?) and enter:
-Employee initials which then pops up the Employee Name (or starts typing the Employee Name and the full name pops up).
-Each employees salary is hidden in the next cell.
-Time for Completion of the Task.
The next cell calculates the time in 15 minute increments.
The next cell calculates the time x salary to show the COST of the Task.
Part D
Daily Report- View &/or Print a list of 25 employees Daily hours worked. It does not need to be sorted out by property or GL category for this report.
(This allows us to see that all time is accounted for and not worry about it 1-2 weeks later)
Part E
In preparation of the 2 week payroll calculation:
Print a report of all employee hours worked including: regular time, over time, vacation time & sick leave. These 4 numbers per each employee are manually entered into the payroll system to calculate pay checks.
Print a report for each property (6) showing the combination of all employees costs for each General Ledger category. ( Several employees perform plumbing repairs or building cleaning etc. at 1-3 properties ) This list of costs per GL category per property should hopefully be posted back to QuickBooks Accounts Payable for a check to be written to the Management Company Payroll Account, and entered as an expense on the property’s books ( ie. Wages -plumbing or wages- cleaning). If not able to post using IIF , then print out the report for manual posting.
Summary-
Quickbooks exports current tenant names and addresses to Excel or other database.
Excel or database produces Work Orders for employees to service.
Excel or database produces employee information and General Ledger costs.
We use the information for Payroll computations.
Import expense information to each properties books for the financial statement and to reimburse the management company Payroll Account.
Can you make this happen?
Skills:
QuickBooks,Microsoft Excel
- Category
Source: guru.com
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