Search - Facility Center

To search for work requests:

1. Open the Legacy Menu.

2. Navigate to Facility Center > Search.

   The Search Work Requests opens.

3. Use the search criteria to narrow your results.

4. Click the Search button.

   The Work Request page opens. The results meeting your criteria appear in a table, appearing in reverse-chronological order.

5. Click the link in the Work Request column of the work request you want to view.

   The Work Request Detail page opens.

Add Service Providers to a Work Request

Remove a Service Provider from a Work Request

Edit Attendees or Estimated Hours for a Service Provider

Add Documents to a Work Request

Edit Work Request Documents

Delete Work Request Documents

To create a purchase requisition for a work request:

1. Follow the Search For / View Work Request procedures above.

2. Choose between two options:

   • To create a purchase request from the Assign Work Request window:

     1. Click the Assign Work Request button .

        The Assign Work Request window opens.

     2. Scroll down to the Service Provider heading.

     3. Click the link in the Purchase Request column.

        The Create Purchase Requisition window opens.

     4. Enter the value of the purchase requisition in the Amount field.

     5. Click the Save button.

        The Create Purchase Requisition window closes. The purchase requisition is created.

     6. Click the link in the Purchase Request column.

        The Purchase Requisition window opens. See steps 3 - 11 below.

   • To create a purchase request from the Work Request Detail page:

     1. Scroll down to the Service Providers heading on the Work Request Detail page.

     2. Click the link in the Purchase Request column.

     3. Enter the value of the purchase requisition in the Amount field.

     4. Click the Save button.

        The Create Purchase Requisition window closes. The purchase requisition is created.

     5. Click the link in the Purchase Request column under the Service Provider heading.

        The Purchase Requisition window opens. See steps 3 - 11 below.

3. Select the check boxes at the top of the window for what sections you would like to see in the Purchase Requisition window.

   The options are:

   • View All

   • Approvals

   • Line Items

   • Allocation Items

   • Comments

   • Documents

4. Verify that the Ship To and Bill To addresses are correct.

5. Add approvers to the purchase requisition.

   To learn how to manage approvers, see the appropriate procedures on the Approvals procedures page.

6. Add Line Items to the purchase requisition.

   Add Line Items

   Important!

   The total cost of your line items cannot exceed the quote amount you entered in the work request page.

   To add line items to your purchase requisition:

   1. Scroll down to the Line Items section of the Purchase Requisition window.

   2. Write a Description of the line item in the Description field.

   3. Select the Type of line item from the Type field.

   4. Enter the Quantity of the line item into the Quantity field.

   5. Enter the Unit Cost of the line item into the Unit Cost field.

   6. Enter the Account Number you will charge the line item to in the Account No. field.

      If you do not know the account number, follow the steps below to look it up:

      1. Click the Search button next to the Account No. field.

         The Search Account Numbers window opens.

      2. Select an Account Number from the Select an Account Number field.

      3. Click the Save button.

         The account number is now entered in the Account No. field.

   7. Enter the Unit of Measurement, the Date Ordered, and Date Needed into their respective fields.

   8. Click the Save button below the Line Items table.

   9. Repeat steps a - h until you have entered all your line items on the purchase requisition.

   Edit Line Items

   To edit line items in your purchase requisition:

   1. Scroll down to the Line Items section of the Purchase Requisition window.

   2. Make your changes.

   3. Click the Save button below the Line Items table.

      Your changes are saved.

   Delete Line Items

   To delete line items from your purchase requisition:

   1. Scroll down to the Line Items section of the Purchase Requisition window.

   2. Select the check box next to the line item you want to delete.

   3. Click the Delete button on the top-left corner of the Line Items table.

      The line item is deleted.

7. Add Allocation Items to the purchase requisition.

   The Allocation Items section allows you to split the cost of a purchase requisition between two or more cost centers.

   Add Allocation Items

   To add allocation items to your purchase requisition:

   1. Scroll down to the Allocation Items section of the Purchase Requisition window.

      By default, the Cost Center you entered in the Work Requests tab of the Purchase Requisition window is listed. It displays as being charged 100% of the cost for the purchase requisition.

   2. Change the value in either the Percent or Amount column.

      This value you enter is how much you want the default cost center to be charged.

   3. Click the Save button.

      The Purchase Requisition window refreshes. A new line is now available in the Allocation Items section.

   4. Fill out the Fixed Asset ID, Building, Floor, and Room fields.

   5. Enter the Cost Center in the Cost Center field.

      If you do not know the name of the cost center you need:

      1. Click the Search button next to the Cost Center field.

         The Find Cost Center window opens.

      2. Enter the information you know in the provided search fields.

         Note:

         If you want to see all available cost centers, enter %% in the Cost Center Code or Cost Center Description fields. If you have a lot of available cost centers, this could slow down your system.

      3. Click the Search button.

         The cost centers which fit your search criteria appear in a table.

      4. Click the Cost Center Code of the cost center you want to use.

         The Find Cost Center window closes.

         Your selected cost center is now in the Cost Center field.

   6. Select the account number you want to charge from the Account No. field.

   7. Choose between two options:

      • Enter the percentage value you want to charge to this cost center in the Percent field.

      • Enter the dollar amount you want to charge to this cost center in the Amount field.

   8. Click the Save button.

      If the values in the Percent column do not add up to 100%, a new line becomes available in the Allocation Items section.

      Repeat steps a - h until the values in the Percent column add up to 100%.

   Edit Allocation Items

   Important!

   The values in the Percent column must add up to 100%. If they do not add up to 100%, choose between two options:

   • Add another cost center to the allocation items to increase the percentage total to 100%

   • Change the values of one or more existing cost centers in your allocation items so your increase the percentage total is 100%

   To edit allocation items in your purchase requisition:

   1. Scroll down to the Allocation Items section of the Purchase Requisition window.

   2. Make your changes.

   3. Click the Save button.

   Delete Allocation Items

   To remove allocation items from your purchase requisition:

   1. Scroll down to the Allocation Items section of the Purchase Requisition window.

   2. Select the check box next to the cost center you want to remove from your allocation items.

   3. Click the Delete button in the left corner of the Allocation Items section header.

      A dialog box opens, asking you to confirm your choice.

   4. Click the OK button.

8. Add comments to the purchase requisition.

   Add Comments

   To add comments to a purchase requisition:

   1. Scroll down to the Comments section of the Purchase Requisition window.

   2. Click the button in the header of the Comments table.

      The Project Comments window opens.

   3. Enter your comments in the Comment field.

   4. Click the Save button.

      Your comment is added to the purchase requisition.

   Edit Comments

   To edit comments in a purchase requisition:

   1. Scroll down to the Comments section of the Purchase Requisition window.

   2. Click the Comment ID of the comment you want to edit.

      The Project Comments window opens.

   3. Make your changes.

   4. Click the Save button.

      Your changes are saved.

   Delete Comments

   To delete comments from a purchase requisition:

   1. Scroll down to the Comments section of the Purchase Requisition window.

   2. Click the Comment ID of the comment you want to delete.

      The Project Comments window opens.

   3. Click the Delete Comment button below the Comment field.

      A dialog box opens, asking you to confirm your choice.

   4. Click the OK button.

9. Add documents to the purchase requisition.

   To learn how to manage documents in legacy, see the Documents Procedures - Legacy Interface page.

10. Once you are satisfied with your purchase requisition, ensure that all of your changes are saved.

    Note:

    Each section has their own save function. If you have clicked the Save button after making changes in a section, your changes have been saved.

11. Close the Purchase Requisition window.

    Your purchase requisition is complete. You may now navigate away from the page.

To view the costs of a work request:

1. Follow the Search For / View Work Request procedures above.

2. Click the Show Costs button .

   The Show Costs window opens. Any labor costs, inventory costs, or other costs appear in the window.

3. Click the Close button once you are done viewing the work request costs.

To email a work request:

1. Follow the Search For / View Work Request procedures above.

2. Click the Email Work Request button .

   The Email Work Request window opens.

3. Enter the First Name, Last Name, Company, or Provider ID into the corresponding fields.

4. Click the Search button.

   The people matching your search criteria appear in the Select Recipients field.

5. Select the contacts you want to email the work request to from the Select Recipients field.

   Note:

   You can select multiple recipients at once by holding the CTRL button on your keyboard as you click the recipients.

6. Click the > button to move contacts from the Select Recipients field to the Recipients field (or click the >> button to move all contacts from the Select Recipients field to the Recipients field).

   To remove contacts from the Recipients field, use the < and << buttons.

7. To send the work request to a recipient which is not in the system, enter their email address in the Enter Email Manually field and click the Add Email to List button .

8. Enter your email message in the Comments field.

9. Select the Send a Copy to Me check box if you want a copy of the email to be sent to the email address associated with your user profile.

10. Click the Submit button.

    The page refreshes, and a message appears, confirming the email is sent. You may now close the window.

To complete a work request:

1. Follow the Search For / View Work Request procedures above.

2. Click the Complete Work Request button.

   The Complete Work Request page opens.

3. Ensure that date and time in the Date Completed fields are correct. If not, either enter the correct date and time or click the Calendar button, select the correct date, and enter the correct time.

4. Ensure that the correct service provider is selected in the Completed By field. If not, select the correct service provider in one of two ways:

   • Select the correct service provider from the Completed By field.

   • To use the search function to find a service provider:

     1. Click the Search button next to the Completed By drop down menu.

        The Search Service Providers window opens.

     2. Use the search filters to narrow your results.

     3. Click the Search button.

        The Search Service Providers window closes.

     4. Select the correct service provider from the Completed By field.

5. Enter any of the following optional data (depending on your configuration, some of these fields may be required):

   • Cause Type - the cause of the issue that spurred the creation of the work request.

   • Repair Definition - what was done to fix the issue.

   • Billable - whether or not the work request was billable.

   • Cost Center - the cost center the work request is being charged to.

   • Repair Description - the description of the repair.

   • Service Provider Hours - the hours that the service provider worked on this work request,

   • Service Type - the type of service provided (for example painting, replacing door keys, etc)

   • Request Cost - the cost of the request.

   • Other Cost - any other costs charged to the client.

6. Click the Save button.

   The page refreshes. The status of the work request changes to Completed.

7. Click the Return to Detail button to return to the Work Request Detail page.

To cancel a work request:

1. Follow the Search For / View Work Request procedures above.

2. Click the Cancel Request button .

   The Cancel Request page opens.

3. Enter any pertinent information in the fields provided.

4. Click the Cancel Request button .

   The work request is canceled.

To close a work request:

1. Follow the Search For / View Work Request procedures above.

2. Click the Close Work Request button .

   The Close Work Request window opens.

3. Enter any notes in the Comments field.

4. Click the Save button.

   The Close Work Request window closes. The status of the work request changes to Closed.