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Tracking Vendor and Contract Work

You can track contracted vendor work with transactions on work orders in Asset Essentials. First, you will need to enter the vendor/contractor as a Tracking Only user. Then, you will be able to assign work orders to the vendor/contractor as well as record labor transactions.

Enter the Vendor/Contractor into Asset Essentials

  • Click on the Admin menu icon, then click Users.
  • Click on the New button.
  • In the General section, select Tracking Only from the User Type drop down. *Note: Adding a Tracking Only user does not count against your given user quota.

 

 

  • Fill out the Vendor/Contractor's information in the remaining fields. Be sure to fill out the Email field so they can be notified of new work requests.
  • If applicable, fill out the Hourly Wage field if the vendor/contractor charges a set amount per hour.
  • Enter any additional information in the remaining sections, then click Save.

Assigning Work to a Vendor/Contractor

  • When creating a work order or PM schedule, click on the Select User icon () in the Assigned To section.
  • In the Select User window, check the box next to the vendor/contractor then click the Select button.

 

Creating Transactions for a Vendor/Contractor

  • Click on the Work Orders menu icon, then select Work Orders.
  • Right-click on the work order record the vendor/contractor is assigned to and select Edit Labor Entries.
  • In the New section at the bottom of the page you will see five rows to enter labor for the Work Order.
  • Click the Add button and then choose from the following options:
    • Assigned To - This will add a labor entry in the New section for each user who is assigned the work order, including the vendor/contractor.
    • Users - This will bring up the Select User window. Once you select a user or users, this will add a labor entry in the New section with the user's information.
  • Fill out the remaining fields on the labor entry.
  • Click Save at the top of the page. Any labor entries entered in the New section will now appear in the Added section.

Reporting on Vendor/Contractor Work

To report on Vendors and Contractors in Asset Essentials, first you will need to create a Vendor/Contractor Department. You will then run the Labor Cost by Department report.

Creating a Department

  • Click on the Admin menu icon, then select Departments.
  • Click on the New button.
  • Enter a Name for the department. For example, Contractors.
  • Enter any additional information and click the Save button.

Assigning Contractors to the Department

  • Click on the Admin menu icon, then select Users.
  • Check the box(es) next to the Contractors in your account.
  • Click the More button, then select Update.
  • Check the box next to Department and select the name of the contractor department you just created.
  • Click Save.

Running the Labor Cost by Department Report

  • Click on the Work Orders menu icon, then select WO Labor.
  • Click the Print/Report button, and select Report.
  • In the Report pop-up window, select Labor Cost by Department in the Report Type drop down.
  • Click OK.

 

 

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