| Vendor | Management Company |
| [Create Inquiry](s) to Vendor(s)
- Task: Repair SPECIFIC PROBLEM
- Description: Cut/Paste from Request Description (at top of screen)
Call Vendor(s), give details of Request and ask for an estimate (add comment to reflect phone contact) |
| If Vendor calls reporting failed attempts to reach Co-Owner | Record attempts and close Inquiry
- Open the Inquiry
- [Close Inquiry]; Comment: record vendor attempts to contact Co-Owner – add dates if available
- Open relevant Request
- [Close Request];
Comment: The vendor has tried to contact you (restate specific
attempts) for access to your unit. If you want to re-open this Request,
contact the Management Company.
|
| Vendor calls back with a quote (cost, schedule, description of work) in lieu of “Submit Quote” | Record Quote Details (To save time and reduce recording errors… if possible, enter information while Vendor is on the phone)
- Open the Inquiry
- [Edit Inquiry]
- Enter the relevant information
- [Update] Inquiry
|
| [Change Inquiry to Work Order]
- Incorporate schedule, cost, and description in message.
- Assign Budget Category
Print Work Order, send/fax paper copy of Work Order to Vendor |
| If Vendor calls reporting any relevant information | Record Comments and/or Adjust Deadlines as Required
- Open the Work Order
- [Comment]; Record vendors comments
- As required, [Add Deadline] for the next time to review
|
| After completing work, Vendor mails paper invoice in lieu of “Complete – Request Payment” | [Close Work Order w/Payment]
- Print as required (for actual payment record)
|