Work Requests Management in Kiosk - Facility Center

Note:

In Kiosk, click the Cancel button Pictured is a small gray button with a red x on it. in the toolbar at the top-left of the window to navigate back to the previous page.

Read the expanding sections below to learn more about how to use Kiosk to input and manage work requests.

ClosedCreate a Work Request in Kiosk

To create a work request in Kiosk:

  1. Navigate to Legacy Menu > Facility Center > Kiosk.

    The Call Center Manager window opens.

  2. Click the New button Pictured is a small gray button with a blank sheet of paper on it. in the toolbar at the top-left of the window.

    The Work Request page opens.

    The Work Request and Work Order fields automatically populate with unique ID numbers.

    The Status is automatically set to New, and your user information is entered into the Agent fields.

  3. Complete the following required fields:

    • Originator Type

    • Requestor

    • Requestor Phone

    • Requestor Email

  4. Select the option button designating whether the Contact/Recipient is the same as the Requestor. (Yes/No)

    If the Contact/Recipient is NOT the same as the requestor, enter the Contact/Recipient's information in the fields provided.

  5. Complete the following required fields:

    • Building

    • Tenant ID

    • Floor

    • Work Type

    • Problem Type

    • Priority (may automatically populate)

    • Cost Center Name and Description (may automatically populate)

    • Description

  6. Complete the optional fields.

    Note:

    If you are going to create a purchase requisition, you must enter a value in the Quote Total field and select a general ledger from the General Ledger field.

  7. Click the Save button.

    The work request is saved. It appears in the appropriate service provider's queue.

    The system asks what you would like to do next. You are given four options:

    1. Clear—returns you to the Kiosk home screen.

    2. Return to detail—returns you to the detail view of the work request

    3. Create additional request for this client—opens a new work request page. Some of the information on this page pre-populates based upon the information you entered in your previous work request.

    4. Create linked work request—opens a new work request page. The work request you create on this page is linked to the previous work request. Some of the information on this page pre-populates based upon the information you entered in your previous work request.

ClosedManage Service Providers

ClosedDispatch a Work Request to a Service Provider in Kiosk

To dispatch a work request to a service provider in Kiosk:

  1. Navigate to Legacy Menu > Facility Center > Kiosk.

    The Call Center Manager window opens.

  2. Click the Open button Pictured is a square gray button with an open folder on it. in the toolbar at the top-left of the window.

  3. Enter the Work Request number, the Work Order number, the Status, or the name of the Agent in the fields at the top of the window to search for your work request.

  4. Press the Enter key on your keyboard to submit your search.

    Your work request opens.

  5. Open the Dispatch tab.

  6. Select a service provider from the Service Provider field.

    The provider who is first on the dispatch list for this work type is automatically selected.

  7. Click the Show Providers for the Current Building button Pictured is a square gray button with buildings on it. if the automatically selected service provider is not the service provider you want.

    Alternatively, click the Search Alternate Service Providers button Pictured is a square gray button with a blank sheet of paper on it. to find other service providers.

  8. Enter the Estimated Hours in the Estimated Hours field.

  9. Choose the scheduled date in one of the following ways:

    1. Type the scheduled date in the Scheduled field.

    2. Click the Calendar button to the right of the Scheduled field. Pick a date from the calendar.

  10. Enter the number of attendees in the Number of Attendees field.

  11. Enter any additional information in the Comments section.

  12. Choose between two options:

    • Click the Dispatch Work button Pictured is a gray button with a floppy disk on it..

      This dispatches the work request.

    • Click the Dispatch and Create Purchase Requisition button Pictured is a gray button with a floppy disk on it. There is an arrow from the floppy disk pointing to a pile of coins..

      This dispatches the work request to the appropriate provider and creates a blank purchase requisition for parts, supplies, or services. Read the Create a Purchase Requisition procedures below to learn more.

      You may now navigate away from the page.

ClosedAdd Additional Service Providers to a Work Request in Kiosk

Note:

Once a service provider has been assigned to a work request using the Dispatch tab, the Dispatch tab becomes the Assign tab.

To add a service provider to a work request in Kiosk:

  1. Navigate to Legacy Menu > Facility Center > Kiosk.

    The Call Center Manager window opens.

  2. Click the Open button Pictured is a square gray button with an open folder on it. in the toolbar at the top-left of the window.

  3. Enter the Work Request number, the Work Order number, the Status, or the name of the Agent in the fields at the top of the window to search for your work request.

  4. Press the Enter key on your keyboard to submit your search.

    Your work request opens.

  5. Open the Assign tab.

  6. Select a service provider from the field above the Service Provider column in the Service Provider table.

  7. Enter the scheduled date in the field above the Scheduled column.

  8. Enter the number of attendees in the field above the Number of Attendees column.

  9. Enter the estimated hours in the field above the Estimated Hours column.

  10. Click the Add link listed above the Action column.

    The service provider is added to the work request. You may now navigate away from the page.

ClosedRemove a Service Provider from a Work Request in Kiosk

To remove a service provider from a work request in Kiosk:

  1. Navigate to Legacy Menu > Facility Center > Kiosk.

    The Call Center Manager window opens.

  2. Click the Open button Pictured is a square gray button with an open folder on it. in the toolbar at the top-left of the window.

  3. Enter the Work Request number, the Work Order number, the Status, or the name of the Agent in the fields at the top of the window to search for your work request.

  4. Press the Enter key on your keyboard to submit your search.

    Your work request opens.

  5. Open the Assign tab.

  6. Find the service provider you want to remove from the work request.

  7. Click the Delete link in the Action column next to the service provider you want to delete.

    The service provider is removed from the work request. You may now navigate away from the page.

ClosedEdit Attendees or Estimated Hours for a Service Provider in Kiosk

To edit the number of attendees or estimated hours for a service provider:

  1. Navigate to Legacy Menu > Facility Center > Kiosk.

    The Call Center Manager window opens.

  2. Click the Open button Pictured is a square gray button with an open folder on it. in the toolbar at the top-left of the window.

  3. Enter the Work Request number, the Work Order number, the Status, or the name of the Agent in the fields at the top of the window to search for your work request.

  4. Press the Enter key on your keyboard to submit your search.

    Your work request opens.

  5. Open the Assign tab.

  6. Find the service provider whose details you want to edit.

  7. Click the Edit link in the Action column next to the service provider whose details you want to edit.

    The Number of Attendees and Estimate Hours fields become editable.

  8. Make your changes.

  9. Click the Save link in the Action column.

    Your changes are saved.

ClosedPurchase Requisitions

ClosedCreate a Purchase Requisition

Important!

If you are going to create a purchase requisition, you must first:

  1. Enter a value in the Quote Total field on the Work Request tab.

  2. Select a general ledger from the General Ledger field on the Work Request tab.

    You can do both of these things when you first create a work request, or you can do them after the request has been created.

To create a purchase requisition for a work request:

  1. Navigate to Legacy Menu > Facility Center > Kiosk.

    The Call Center Manager window opens.

  2. Click the Open button Pictured is a square gray button with an open folder on it. in the toolbar at the top-left of the window.

  3. Enter the Work Request number, the Work Order number, the Status, or the name of the Agent in the fields at the top of the window to search for your work request.

  4. Press the Enter key on your keyboard to submit your search.

    Your work request opens.

  5. Open the Assign tab.

  6. Click the link in the Purchase Request column. One of two things happens:

    • If you did not create a purchase requisition when you initially submitted your work request, the Create Purchase Requisition window opens.

      1. Enter the dollar amount of the purchase requisition in the Amount field.

      2. Click the Save button.

        The Create Purchase Requisition window closes.

      3. Click the link in the Purchase Request column.

        The Purchase Requisition window opens.

    • If you did create a purchase requisition when you initially submitted a work request, the Purchase Requisition window opens.

  7. 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

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

  9. Add Approvers to the purchase requisition.

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

  10. Add Line Items to the purchase requisition.

    ClosedAdd Line Items

    Note:

    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.

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

    ClosedEdit 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.

      Your changes are saved.

    ClosedDelete 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 Pictured is a small gray button with a recycle bin on it. on the top-left corner of the Line Items table.

      The line item is deleted.

  11. 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.

    ClosedAdd 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.

    9. Repeat steps d - g until the values in the Percent column add up to 100%.

    ClosedEdit 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.

    ClosedDelete 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 Pictured is a small gray button with a recycle bin on it. 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.

      The cost center is deleted from your allocation items.

  12. Add Comments to the purchase requisition.

    ClosedAdd Comments

    To add comments to a purchase requisition:

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

    2. Click the Pictured is a square gray button with a plus symbol in its center. 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.

    ClosedEdit 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.

    ClosedDelete 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 Pictured is a square gray button with a recycle bin on it. below the Comment field.

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

    4. Click the OK button.

      The Project Comments window closes. The comment is deleted.

  13. Add Documents to the purchase requisition.

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

  14. 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.

  15. Close the Purchase Requisition window.

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

ClosedEdit a Purchase Requisition

To edit a purchase requisition for a work request:

  1. Navigate to Legacy Menu > Facility Center > Kiosk.

    The Call Center Manager window opens.

  2. Click the Open button Pictured is a square gray button with an open folder on it. in the toolbar at the top-left of the window.

  3. Enter the Work Request number, the Work Order number, the Status, or the name of the Agent in the fields at the top of the window to search for your work request.

  4. Press the Enter key on your keyboard to submit your search.

    Your work request opens.

  5. Open the Assign tab.

  6. Click the link in the Purchase Request column.

    The Purchase Requisition window opens.

  7. Make your changes. For more information about the things you can do in the Purchase Requisition window, read the Create a Purchase Requisition procedures.

  8. Click the Save button in each of the sections where you have made changes.

    Your changes are saved.

    You may now close the Purchase Requisition window.

ClosedPrint a Purchase Requisition

To print a purchase requisition for a work request:

  1. Navigate to Legacy Menu > Facility Center > Kiosk.

    The Call Center Manager window opens.

  2. Click the Open button Pictured is a square gray button with an open folder on it. in the toolbar at the top-left of the window.

  3. Enter the Work Request number, the Work Order number, the Status, or the name of the Agent in the fields at the top of the window to search for your work request.

  4. Press the Enter key on your keyboard to submit your search.

    Your work request opens.

  5. Open the Assign tab.

  6. Click the link in the Purchase Request column.

    The Purchase Requisition window opens.

  7. Click the Print button Pictured is a square gray button with a printer on it. in the toolbar at the top of the window.

    A new page opens. The Purchase Requisition is displayed in a table format.

  8. Click the Export to PDF button Pictured is a square gray button with a PDF icon..

    A new window opens. The Purchase Requisition is in PDF format.

  9. Print the PDF.

    You may now close the PDF window.

    You may now close the Purchase Requisition window.

ClosedDelete a Purchase Requisition

To delete a purchase requisition for a work request:

  1. Navigate to Legacy Menu > Facility Center > Kiosk.

    The Call Center Manager window opens.

  2. Click the Open button Pictured is a square gray button with an open folder on it. in the toolbar at the top-left of the window.

  3. Enter the Work Request number, the Work Order number, the Status, or the name of the Agent in the fields at the top of the window to search for your work request.

  4. Press the Enter key on your keyboard to submit your search.

    Your work request opens.

  5. Open the Assign tab.

  6. Click the link in the Purchase Request column.

    The Purchase Requisition window opens

  7. Click the Delete button Pictured is a square gray button with a recycle bin on it. in the toolbar at the top of the window.

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

  8. Click the OK button.

    The message closes. The purchase requisition is deleted.

ClosedAdd Events to a Work Request in Kiosk

Note:

The Event Log is listed in chronological order.

Note:

Double-click in the field below the Description field to view a work request's complete event log.

To add events to a work request in Kiosk:

  1. Navigate to Legacy Menu > Facility Center > Kiosk.

    The Call Center Manager window opens.

  2. Click the Open button Pictured is a square gray button with an open folder on it. in the toolbar at the top-left of the window.

  3. Enter the Work Request number, the Work Order number, the Status, or the name of the Agent in the fields at the top of the window to search for your work request.

  4. Press the Enter key on your keyboard to submit your search.

    Your work request opens.

  5. In the Work Request tab, scroll down to the Description field.

  6. Click Add Events.

  7. Select a category from the Event field.

  8. Enter a description in the Description Body field.

  9. Click the Pictured is a square gray button with a plus symbol in its center. button.

    The Event has been added to the Event Log.

ClosedAdd a Deferral Reason in Kiosk

Note:

The Event Log is listed in chronological order.

To add a deferral reason to a work request in Kiosk:

  1. Navigate to Legacy Menu > Facility Center > Kiosk.

    The Call Center Manager window opens.

  2. Click the Open button Pictured is a square gray button with an open folder on it. in the toolbar at the top-left of the window.

  3. Enter the Work Request number, the Work Order number, the Status, or the name of the Agent in the fields at the top of the window to search for your work request.

  4. Press the Enter key on your keyboard to submit your search.

    Your work request opens.

  5. Open the Assign tab.

  6. Select a category from the Deferral Reason field.

  7. Enter a description of the deferral in the Comments field.

  8. Enter the date scheduled in the Date Scheduled field.

  9. Click the Save button Pictured is a square gray button with an image of a person's hand pressing a button..

    The deferral reason is saved.

    You can view the deferral reason in the Event Log. To view the deferral reason in the Event Log:

    1. Click the Work Request tab.
    2. Scroll down to the Description field.
    3. Use the up and down arrows to scroll through the entries in the Event Log.

ClosedView Work Requests in Kiosk

To view work requests in Kiosk:

  1. Navigate to Legacy Menu > Facility Center > Kiosk.

    The Call Center Manager window opens.

  2. Click the Search button in the toolbar at the top-left of the window.

    The Work Request screen opens.

    All new or open work requests are displayed in a table.

  3. To view a specific work request, click the number in the Work Request column of the table.

    To sort the work request screen:

    1. Follow steps 1 and 2 above.

    2. Click the Sorting button Pictured is a small gray button with three sheets of paper on it. The sheets of paper are different colors..

      The Sorting Menu pop-up window opens.

    3. Use the fields to specify the table values you want to sort by.

    4. Select whether you want to sort in ascending or descending order for a particular value from the Ascending/Descending field.

    5. Click the Save button.

      The Work Request screen is now sorted according to your preferences.

ClosedComplete a Work Request in Kiosk

To complete a work request in Kiosk:

  1. Navigate to Legacy Menu > Facility Center > Kiosk.

    The Call Center Manager window opens.

  2. Click the Open button Pictured is a square gray button with an open folder on it. in the toolbar at the top-left of the window.

  3. Enter the Work Request number, the Work Order number, the Status, or the name of the Agent in the fields at the top of the window to search for your work request.

  4. Press the Enter key on your keyboard to submit your search.

    Your work request opens.

  5. Open the Complete tab.

  6. Enter the date and time the work request was completed in the Date Completed fields.

  7. Select the service provider who completed the request from the Completed By field.

  8. Select the best option from the Cause Type, Repair Definition, and Billable fields.

  9. Verify that the Cost Center is correct. If not, choose the correct cost center.

  10. Enter a repair description.

  11. Add service provider hours to the work request. To add service provider hours:

    1. In the Service Provider Hours section, select the Service Provider from the Service Provider field on the left side of the window.

    2. Enter the number of hours in the regular, overtime, vacation, sick, floating holiday, or holiday hours fields.

    3. Select the date the maintenance was performed in the Date Picker.

    4. Click the Add link on the right side of the window.

      The service provider's hours are added.

      Repeat steps a-d to add other service provider's hours to the work request.

  12. Add services to the work request. To add services:

    1. Click the Add Service link in the right side of the header of the Services section.

      The Add Service pop-up window opens.

    2. Select the service type from the Service Type field.

      The Amount and Tax fields auto-populate.

    3. Enter the quantity this type of service in the Quantity field.

    4. Select whether the service is billable or non-billable from the Billable field.

    5. Click the Save button.

      The Add Service pop-up window closes.

      The service is added to the work request.

      Repeat steps a-e to add additional services to the work request.

  13. Add other costs to the work request. To add other costs:

    1. Choose the date from the Date Assigned drop-down calendar.

    2. Enter the cost in the Cost Actual field.

    3. Enter a description of the cost in the Description field.

    4. Click the Add link on the right side of the window.

      The other cost is added.

      Repeat steps a-d to add more costs to the work request.

  14. Scroll up to the Complete Work Request section.

  15. Click the Save button.

    The page refreshes.

    The work request's status changes to Completed.

    You may now navigate away from the page.

ClosedCancel a Work Request in Kiosk

To cancel a work request in Kiosk:

  1. Navigate to Legacy Menu > Facility Center > Kiosk.

    The Call Center Manager window opens.

  2. Click the Open button Pictured is a square gray button with an open folder on it. in the toolbar at the top-left of the window.

  3. Enter the Work Request number, the Work Order number, the Status, or the name of the Agent in the fields at the top of the window to search for your work request.

  4. Press the Enter key on your keyboard to submit your search.

    Your work request opens.

  5. Select Canceled from the Status field at the top of your screen.

    The Complete tab changes to the Cancel tab.

  6. Open the Cancel tab.

  7. Enter the date and time the work request was canceled in the Date Completed fields.

  8. Select the service provider who canceled the request from the Completed By field.

  9. Enter a description in the Repair Description field.

  10. Scroll up to the Cancel Request section.

  11. Click the Save button.

    The page refreshes.

    The system informs you that changes can no longer be made to the work request because it is canceled.

    The work request's status changes to Canceled.

    You may now navigate away from the page.

 

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