Asset Management

PMWeb provides a single platform from which you manage all of your assets and it does so with an easy-to-use and powerful graphical interface.

 

PMWeb tracks three major asset types:

1. Physical sites (Locations, Buildings, Floors & Spaces). Physical sites have a hierarchical relationship:

 

The Hierarchy of Location/Building/Floor/Space

 

2. Equipment (both installed & mobile)
3. Inventory

Asset Explorer

The Asset Explorer provides an interactive graphical view of your assets. See Explorers for information on using this tool.

 

The Asset Explorer

Locations

Locations are the top level of the physical sites hierarchy, or tree.

Header Fields

 

Field Name	Comments
Location ID	This field is required. This is an alphanumeric field.
Name	This field is not required.
Location Type	This field is not required. It is a user-defined list of values.
Revision	This field is read-only. Revisions are editable copies of a record. You may create as many revisions to a record as you wish. A new record is designated revision 0. Only the newest revision can be edited. Older revisions are locked as “Inactive”.
Date	This field is read-only. The date the revision was created.
Status	The default status is “Draft”. This field may be edited at any time to reflect the record’s movement through an approval process. See Workflow for details about automating the approval process.

Details Fields

 

Field Name	Comments
Address 1	This field is not required.
Address 2	This field is not required.
City	This field is not required.
State	This field is not required.
ZIP	This field is not required.
Country	This field is not required.
Owner Contact	This field is not required.

Specifications Grid

See Specifications for information on using Specifications Grids.

Buildings

The Buildings tab grid displays all of the Buildings linked to this Location. Click a line in the grid to open the Building record.

Floors

The Floors tab grid displays all of the Floors linked to this Location. Click a line in the grid to open the Floor record.

Spaces

The Spaces tab grid displays all of the Spaces linked to this Location. Click a line in the grid to open the Space record.

Projects

The Projects tab grid displays all of the Projects linked to this Location. Click a line in the grid to open the Project record.

Work Orders

The Work Orders tab grid displays all of the Work Orders linked to this Location.  Click a line in the grid to open the Work Order record.

Equipment

The Equipment tab grid displays all of the Equipment whose Current Location is this Location. Click a line in the grid to open the Equipment record.

Notes

See The Notes Tab.

Attachments

See The Attachments Tab.

Workflow

See Workflow.

Buildings

Buildings are the second level of the physical sites hierarchy, below Locations.

Header Fields

 

Field Name	Comments
Location	This field is required.
Building ID	This field is required. This is an alphanumeric field.
Name	This field is not required.
Revision	This field is read-only. Revisions are editable copies of a record. You may create as many revisions to a record as you wish. A new record is designated revision 0. Only the newest revision can be edited. Older revisions are locked as “Inactive”.
Date	This field is read-only. The date the revision was created.
Status	The default status is “Draft”. This field may be edited at any time to reflect the record’s movement through an approval process. See Workflow for details about automating the approval process.

Details Fields

 

Field Name	Comments
Address 1	This field is not required.
Address 2	This field is not required.
City	This field is not required.
State	This field is not required.
ZIP	This field is not required.
Country	This field is not required.

Specifications Grid

See Specifications for information on using Specifications Grids.

Floors

The Floors tab grid displays all of the Floors linked to this Building. Click a line in the grid to open the Floor record.

Spaces

The Spaces tab grid displays all of the Spaces linked to this Building. Click a line in the grid to open the Space record.

Work Orders

The Work Orders tab grid displays all of the Work Orders linked to this Building.  Click a line in the grid to open the Work Order record.

Equipment

The Equipment tab grid displays all of the Equipment whose Current Location is this Building. Click a line in the grid to open the Equipment record.

Notes

See The Notes Tab.

Attachments

See The Attachments Tab.

Workflow

See Workflow.

Floors

Floors are the third level of the physical sites hierarchy, below Buildings.

Header Fields

 

Field Name	Comments
Location	This field is required.
Building	This field is required.
Floor ID	This field is required. This is an alphanumeric field.
Name	This field is not required.
Revision	This field is read-only. Revisions are editable copies of a record. You may create as many revisions to a record as you wish. A new record is designated revision 0. Only the newest revision can be edited. Older revisions are locked as “Inactive”.
Date	This field is read-only. The date the revision was created.
Status	The default status is “Draft”. This field may be edited at any time to reflect the record’s movement through an approval process. See Workflow for details about automating the approval process.

Details Fields

Specifications Grid

See Specifications for information on using Specifications Grids.

Spaces

The Spaces tab grid displays all of the Spaces linked to this Floor. Click a line in the grid to open the Space record.

Work Orders

The Work Orders tab grid displays all of the Work Orders linked to this Floor.  Click a line in the grid to open the Work Order record.

Equipment

The Equipment tab grid displays all of the Equipment whose Current Location is this Floor. Click a line in the grid to open the Equipment record.

Notes

See The Notes Tab.

Attachments

See The Attachments Tab.

Workflow

See Workflow.

Spaces

Spaces are the fourth level of the physical sites hierarchy, below Floors.

Header Fields

 

Field Name	Comments
Location	This field is required.
Building	This field is required.
Floor	This field is required.
Floor ID	This field is required. This is an alphanumeric field.
Name	This field is not required.
Revision	This field is read-only. Revisions are editable copies of a record. You may create as many revisions to a record as you wish. A new record is designated revision 0. Only the newest revision can be edited. Older revisions are locked as “Inactive”.
Date	This field is read-only. The date the revision was created.
Status	The default status is “Draft”. This field may be edited at any time to reflect the record’s movement through an approval process. See Workflow for details about automating the approval process.

Details Fields

 

Field Name	Comments
This space may be occupied.	Check this box if you wish to allow occupants to be moved into the space.

Specifications Grid

See Specifications for information on using Specifications Grids.

Occupants

The Occupants tab grid displays all of the occupants, both past and present, who are linked to this Space.

 

Use the filter drop-down to display:

• Current occupants only - (Those lines in the grid where the Actual Move-out field is empty.)
• Past occupants only - (Those lines in the grid where the Actual Move-out field is not empty.)
• All occupants - (Both current & past occupants.)

 

The Occupants Filter Drop-down

The Occupants Grid

Field Name	Comments
Occupant	This field is required. The Name of the occupant. Occupants can be Companies, Departments or Contacts.
Scheduled Move-in	This field is not required. Type a date in the field or click the field with the mouse to open a selector calendar.
Actual Move-in	This field is required. Type a date in the field or click the field with the mouse to open a selector calendar.
Scheduled Move-out	This field is not required. Type a date in the field or click the field with the mouse to open a selector calendar.
Actual Move-out	This field is not required. PMWeb defines current occupants as lines in this grid where Actual Move-out is empty. Type a date in the field or click the field with the mouse to open a selector calendar.
Work Order	This field is not required. You may link this occupant to a Work Order using the drop-down list.
Notes	This field is not required. Notes about the occupant.
Calendar	This field is not required. Place a check in this box if you wish to flag this occupant for a calendar reminder. You can query PMWeb for all occupants flagged for Calendar.
Calendar Date	This field is not required. If you check Calendar you can associate a date with it here. Type a date in the field or click the field with the mouse to open a selector calendar.

Occupant Move-in

To move an occupant into a space click the Add Line button in the grid header and enter the data. Do not enter an Actual Move-out date.

Delete an Occupant

Deleting an occupant removes them completely from the occupant history of this space. This cannot be undone. To delete occupants click one or more lines to select them and then click the Delete Selected Lines button in the grid header. A pop-up dialog is displayed asking you to confirm the deletion. Click the OK button to continue.

Occupant Move-out

To move occupants out of a space click one or more lines to select them and then click the Move-out Selected Lines button in the grid header. The Occupants Move-out dialog opens.

 

The Occupants Move-out Dialog

 

Field Name	Comments
Space	This field is read-only. This is the currently occupied space.
Move-out date	This field is required. The default is today. Type a date in the field or click the Calendar button to open a selector calendar.
Move-in date	This field is required. The default is today. Type a date in the field or click the Calendar button to open a selector calendar.
New Space	This field is not required. If the selected occupant(s) will be moving into a different space, select it using the drop-down list. If they will not be moving into a different space, leave this field empty.

 

When you click the Save button:

1. The Move-out Occupants Dialog closes.
2. The Actual Move-out date is copied to the spaces occupants grid.
3. If a New Space was selected, Move-in records are created for each occupant in the new space.

Work Orders

The Work Orders tab grid displays all of the Work Orders linked to this Space. Click a line in the grid to open the Work Order record.

Equipment

The Equipment tab grid displays all of the Equipment whose Current Location is this Space. Click a line in the grid to open the Equipment record.

Notes

See The Notes Tab.

Attachments

See The Attachments Tab.

Workflow

See Workflow.

Equipment

PMWeb allows you to track all of the equipment you own, install or maintain. PMWeb equipment may be installed at a fixed location or may be mobile.

Header Fields

 

Field Name	Comments
Name	This field is required.
Current Location	This field is not required. Once the record has been saved the first time this field is read-only and is the location on the Moves tab where the Actual Move-out field is empty.
Revision	This field is read-only. Revisions are editable copies of a record. You may create as many revisions to a record as you wish. A new record is designated revision 0. Only the newest revision can be edited. Older revisions are locked as “Inactive”.
Date	This field is read-only. The date the revision was created.
Status	The default status is “Draft”. This field may be edited at any time to reflect the record’s movement through an approval process. See Workflow for details about automating the approval process.

Details Fields

Specifications Grid

See Specifications for information on using Specifications Grids.

Moves

The Moves tab grid displays all of the move events of the Equipment.

The Moves Grid

Field Name	Comments
Location	This field is required. Locations can be PMWeb Locations, Buildings, Floors, Spaces or Projects.
Scheduled Move-in	This field is not required. Type a date in the field or click the field with the mouse to open a selector calendar.
Actual Move-in	This field is required. Type a date in the field or click the field with the mouse to open a selector calendar.
Scheduled Move-out	This field is not required. Type a date in the field or click the field with the mouse to open a selector calendar.
Actual Move-out	This field is not required. PMWeb defines current location as the line in this grid where Actual Move-out is empty. Type a date in the field or click the field with the mouse to open a selector calendar.
Cost	This field is not required. You may enter the cost of the move for reference.
Work Order	This field is not required. You may link this move to a Work Order using the drop-down list.
Notes	This field is not required. Notes about the move.
Calendar	This field is not required. Place a check in this box if you wish to flag this occupant for a calendar reminder. You can query PMWeb for all moves flagged for Calendar.
Calendar Date	This field is not required. If you check Calendar you can associate a date with it here. Type a date in the field or click the field with the mouse to open a selector calendar.

Equipment Move-in

There are two ways to create Equipment move-in records:

1. When first creating the Equipment record, by selecting a Current Location in the page header.
2. Using Equipment Move-out. (When you move a piece of equipment out of a location you create a move-in record at the new location.)

Equipment Move-out

To move a piece of equipment click the Move-out button in the grid header. The Equipment Move dialog opens.

 

The Equipment Move Dialog

 

Field Name	Comments
Equipment ID	This field is read-only.
Name	This field is read-only.
Current Location	This field is read-only.
Move-out date	This field is required. The default is today. Type a date in the field or click the Calendar button to open a selector calendar.
Move-in date	This field is required. The default is today. Type a date in the field or click the Calendar button to open a selector calendar.
New Location	This field is required.

 

When you click the Save button:

1. The Equipment Move Dialog closes.
2. The Actual Move-out date is copied to the equipment moves grid.
3. A Move-in record is created in the equipment moves grid.

Work Orders

The Work Orders tab grid displays all of the Work Orders linked to this Equipment. Click a line in the grid to open the Work Order record.

Cost Worksheet

The Cost Worksheet tab gives you interactive tools to:

1. Calculate a depreciation schedule for the asset
2. Calculate the cost to own the asset
3. Calculate the cost to operate the asset
4. Calculate the total cost of ownership of the asset

Depreciation

Field Name	Comments
Cost	Enter the acquisition cost.
Salvage	Enter the salvage value at the end of the asset’s life.
Life (years)	Enter the depreciation life in years.
Depreciation Method	Select a depreciation method.

 

Depreciation is automatically recalculated based on the choices you make in the fields listed above and the results are shown in the depreciation grid. All fields in the depreciation grid are read-only.

Cost to own

Field Name	Comments
Cost period: amount per	Select a unit of time here. The default is “Year”.
Cost to own grid	Use the Add Line button to add as many owner costs as you wish.  These are the costs per unit of measure you picked in the Cost period: amount per field. In other words, if you selected “Year” as the unit of measure enter the annualized costs on each line.
Total per cost period	This field is read-only and is the sum of the Amounts you entered in the Cost to own grid.
Convert cost period to hours rate	This field is a conversion factor, which converts from the unit of measure you selected at the top of this column to hours. The default is “1.00”.
Cost to own per hour	This field is read-only and is calculated as Total per cost period/ Convert cost period to hours rate.

Cost to operate

Field Name	Comments
Cost period: amount per	Select a unit of time here. The default is “Year”.
Cost to operate grid	Use the Add Line button to add as many owner costs as you wish.  These are the costs per unit of measure you picked in the Cost period: amount per field. In other words, if you selected “Year” as the unit of measure enter the annualized costs on each line.
Total per cost period	This field is read-only and is the sum of the Amounts you entered in the Cost to operate grid.
Convert cost period to hours rate	This field is a conversion factor, which converts from the unit of measure you selected at the top of this column to hours. The default is “1.00”.
Cost to own per hour	This field is read-only and is calculated as Total per cost period/ Convert cost period to hours rate.
Total cost of ownership	This field is read-only and equals Cost to own per hour + Cost to operate per hour

Notes

See The Notes Tab.

Attachments

See The Attachments Tab.

Workflow

See Workflow.

Inventory Locations

PMWeb allows you to add inventory to designated inventory locations, track its movement, and charge it to projects and work orders.

Header Fields

 

Field Name	Comments
Location ID	This field is required.
Name	This field is not required.
Linked to	This field is required. Click the ellipsis button to link this Inventory Location to a PMWeb Location, Building, Floor, Space or Equipment record.
Location Type	This field is not required. This is a user-defined list.
Capacity	This field is not required. Enter a number that quantifies the capacity of this Inventory Location.
UOM	This field is not required. The unit of measure of the Capacity.
Revision	This field is read-only. Revisions are editable copies of a record. You may create as many revisions to a record as you wish. A new record is designated revision 0. Only the newest revision can be edited. Older revisions are locked as “Inactive”.
Date	This field is read-only. The date the revision was created.
Status	The default status is “Draft”. This field may be edited at any time to reflect the record’s movement through an approval process. See Workflow for details about automating the approval process.

Sub-locations Grid

Use the Sub-locations grid to break down the Inventory Location into smaller units. Stock may be added to and moved between Sub-locations.

 

Field Name	Comments
Sub-location ID	This field is required.
Name	This field is not required.

 

Stock Fields

 

The Stock grid displays the entire inventory, both past and present, which was stored in this Inventory Location.

 

Use the filter drop-down to display:

• Current stock only - (Those lines in the grid where the On Hand field is greater than zero.)
• Past stock only - (Those lines in the grid where the On Hand field is zero.)
• All stock - (Both current & past stock.)

 

The Stock Filter Drop-down

Stock Grid

Field Name	Comments
Stock #	This field is read-only. Stock # is automatically assigned whenever inventory is added or split. It is a unique ID across all PMWeb records.
Sub-location	This field is not required. See Sub-locations Grid for information on sub-locations.
Item	This field is required. Use the drop-down list to select an item from the PMWeb database.
Description	This field is not required. By default it is the Description of the Item.
UOM	This field is not required. By default it is the UOM of the Item.
Stocked	This field is required. Enter a number greater than zero. By default it is “1.00”.
Used	This field is read-only. See Stock Moves for information on making stock “Used”.
Unusable	This field is read-only. See Stock Moves for information on making stock “Unusable”.
Moved	This field is read-only. See Stock Moves for information on moving stock.
On Hand	This field is read-only. It is equal to Stocked - Used - Unusable - Moved.
Unit Cost	This field is required. By default it is “0.00”.
Ext. Cost	This field is read-only. It is equal to On Hand x Unit Cost.
Manufacturer	This field is not required. By default it is the Manufacturer of the Item.
Mfr. #	This field is not required. By default it is the Mfr. # of the Item.
Serial #	This field is not required.
Lot #	This field is not required.
Add Date	This field is required. By default it is today’s date.
Notes	This field is not required.

 

Inventory Moves

Stock may be moved using PMWeb’s Inventory Moves feature. You may move all or part of a batch of stock or split the batch into multiple batches. If you split the stock, all of the new batches receive new Stock IDs. Inventory Moves is also used to mark stock batches as “Used” or “Unusable”.

Creating Inventory Moves

To create an Inventory Move record, select a line in the Stock Grid that has an On Hand quantity greater than zero (Past Stock may not be moved.) and click the Move line button. The Stock Move dialog opens.

 

The Stock Move Dialog

 

On the left side of the dialog are the Stock recap fields that show the current information for the stock line you selected to move, including the Quantity on hand. On the right side of the dialog is the Stock Move grid.

Stock Moves Grid

Field Name	Comments
Quantity to Move	This field is required. It must be greater than zero.
New Location	This field is required. It may be the same as the current inventory location, if you wish.
Used, Unusable, Moved	You must select one of these options.
Notes	This field is not required.

 

Add as many lines to the grid as you wish. When you are finished click the Save button. When you click Save the following events occur:

• If any lines in the Stock Moves grid have a New Location that matches the current Location the original stock record is updated with the quantities you marked “used”, “unusable” or “moved”.
• New stock records are created for any lines in the in the Stock Moves grid where New Location does not match the current Location with the quantities “used”, “unusable” or “moved”.
• The Stock Move dialog closes.
• The Stock Grid in the Inventory Locations window is requeried.

 

Note: The Quantity to move field must not be greater than the Quantity on hand. Therefore, if Quantity remaining is a negative number when you click the Save button an error message is displayed and the save procedure stops. If this happens, adjust the lines in the grid and try again.

Viewing Move History

To view the moves history for any stock item, select it in the Stock Grid and then click the View move history button. The Stock Move History dialog opens.

 

The Stock Move History Dialog

 

When you have finish viewing the history you can close the dialog using the close button in the upper right corner of the window.

 

Note: All fields in the Stock Move History dialog are read-only.

Notes

See The Notes Tab.

Attachments

See The Attachments Tab.

Workflow

See Workflow.

Suites

Suites are a convenient way for you to group assets that are leased together.

Header Fields

Field Name	Comment
Location*	Location for the suite.
Building	Building where suites is located.
Floor	Floor where suite is located.
ID*	Suite identifier.
Name	Name for the suite.
Suite Type	Type for the suite.
Sub-Type	Sub-type for the suite.
Linked Gross	Gross area for linked assets.
Linked Usable	Usable area for linked assets.
Linked Rentable	Rentable area for linked assets.
Status	Approval status. This field can be set manually. Status is automatically filled out if the document is in Workflow.
Revision	Revision number for the suite.

* Required Fields

Snapshot

The snapshot area in the page header allows you to specify the market rate and also the current rate. All data for current rate is read-only. The fields for the suite snapshot are described below.

Field Name	Comment
Rent/Month	Rent per month, market and current**.
Rent/Year**	Rent per year, market and current.
Gross Area	Gross area for suite.
Rentable	Rentable area for suite.
Usable	Usable area for suite.
Rent/Area/Month**	Rent per area per month, market and current.
Rent/Area/Year**	Rent per area per year, market and current.

** Read-Only Fields

Visual Calculator

With the Visual Calculator you calculate Gross, Rentable, and Usable areas from drawings. To determine areas using the Visual Calculator do the following

1. Click this button to open the Visual Calculator.
2. If necessary, select a drawing for the location.
3. Drag and drop measurements from drawing into the calculation boxes. The calculator sums up the amounts.
4. Update the calculated numbers manually, if you wish.
5. To remove a measurement, drag and drop away from the calculation boxes.
6. Click Save to copy the calculation results to the Gross, Rentable, and Usable areas.

Details Fields

Fields on the Details tab are described here.

Field Name	Comment
Address
Address 1	First address line.
Address 2	Second line for the address.
City	City for the suite.
State	State for the suite.
Zip	Zip code.
Country	Country
Phone	Phone number.
Fax	Fax number.
Tags (Geo-Location Data)
Latitude	Latitude. Type manually or click the label to retrieve from Google map.
Longitude	Longitude. Type manually or click the label to retrieve from Google map.
Elevation	Elevation. Type manually or click the label to retrieve from Google map.
Google Address	Address for Google to retrieve geo-location data.
Linked Assets
Primary Location	Primary location for the asset.
Building	Building for the asset.
Floor	Floor where the asset is located.
Space	Space for the asset.
Equipment	Equipment used.

To Retrieve Geo-Location data with Google Maps

1. Click any of the labels for Latitude, Longitude, Elevation, Google Address to open Google Maps.
2. Do one of the following to retrieve geo-location data:
   • Type an address in the Map Center field and click the right arrow.

   or

   • Drag and drop the map pin to the desired area.

   or

   • Click the map pin and select an address from the list shown.
   The latitude, longitude, elevation appear at the top of the screen.
3. Click Save to transfer the data to the tags for the suite.

To Link Assets

1. Click Link Assets.
2. Select assets from the tree view.
3. Drag and drop them onto the Assets list.
4. Click Save to save and exit. Or click Close to exit without saving.

To Unlink Asset

1. Select an asset from the list.
2. Click Unlink Asset.

Leases

The Leases tab lists all the leases associated with the suite. The columns for the leases tab are described below.

Field Name	Comment
Record #	ID for the lease.
Status	Approval status for the lease.
Parent Lease	Parent lease for sub-leases.
Lease Type	Type of lease.
Description	Description for the lease.
Landlord	Name of Landlord.
Tenant	Name of Tenant.
Lease Start	Date when lease starts.
Lease Finish	Date when lease ends.
Rent/Month	Rent per month.
Active	Indicates active lease.

Notes

See The Notes Tab.

Attachments

See The Attachments Tab.

Workflow

See Workflow.

Leases

PMWeb now has features to manage leasing. You find here information to define leases.

Header Fields

Field Name	Comment
Location*	Location for asset being leased.
Parent Lease	Parent lease, if this is a sub-lease.
Lease ID*	Lease unique identifier.
Description	Lease description.
Lease Type	Type of lease based on categories defined for your project.
Post As	Post as Cost or Revenue.
Linked Usable**	Usable area for linked asset.
Linked Rentable**	Rentable area for linked asset.
Landlord	Company name of Landlord.
Tenant	Company name of Tenant.
Agent	Company name of Agent.
Status	Approval status. This field can be set manually. Status is automatically filled out if the document is in Workflow.

* Required Fields

** Read-Only Fields

Snapshot

Field Name	Comment
Rent/Month	Rent per month.
Rent/Year**	Rent per year.
Rentable	Rentable area.
Usable	Usable area.
Common Area %	Percent common area for usable space.
Rent/Area/Month	Rent per area per month.
Rent/Area/Year	Rent per area per year.
Lease Start	Lease start date.
Lease Finish	Lease finish date.

** Read-Only Fields

Details Fields

Field Name	Comment
Address
Address 1	First address line.
Address 2	Second line for the address.
City	City for the suite.
State	State for the suite.
Zip	Zip code.
Country	Country
Phone	Phone number.
Fax	Fax number.
Tags (Geo-Location Data)
Latitude	Latitude. Type manually or click the label to retrieve from Google map.
Longitude	Longitude. Type manually or click the label to retrieve from Google map.
Elevation	Elevation. Type manually or click the label to retrieve from Google map.
Google Address	Address for Google to retrieve geo-location data.
Linked Assets
Primary Location	Primary location for the asset.
Building	Building for the asset.
Floor	Floor where the asset is located.
Space	Space for the asset.
Equipment	Equipment used.

Abstract

Field Name	Comment
Lessor	Name of lessor.
Lessee	Name of lessee.
Address	Address of lessee.
Description	Text to describe the abstract.
Suite	Suite associated with lease.
Comment	Comments.
First Payment Date	First payment date.
First Payment	First payment amount.
Last Payment Date	Last payment date.
Last Payment	Last payment amount.
Signed Date	Date lease signed.
Move-in Date	Planned move-in date.
Move-out Date	Planned move-out date.
Rental Term	Term for rental agreement.
Renewal Term	Term for renewal.
Billing Terms	Billing terms.
Late Fee	Fee for late payment.
Deposit Required	Amount of deposit required.
Deposit Held	Amount of deposit held.
Deposit Interest Rate	Deposit interest rate.
Abatement	Abatement amount.
Renewal Rent	Rent amount on renewal.

Clauses

PMWeb allows you to build the lease language with clauses that you add on the fly or by selecting from clauses pre-defined for your project. From the Clauses tab you can manage clauses as follows.

• Add clauses manually
• Add pre-defined clauses
• Edit clauses
• Delete clauses

Adding Clauses Manually

1. Click Add.
2. Specify the fields for the clause.
3. Click Save at the top of grid to save and exit. Click Cancel to exit without saving.

Adding Pre-Defined Clauses

You set up pre-defined clauses in Portfolio > Lists > Clauses. Once you have pre-defined clauses, you add them to a lease as follows.

1. Click Add Clause(s).
2. Specify defaults for clauses, if any.
3. In Group By select categories to group the clauses.
4. Expand a category.
5. Click to select a clause. Drag and drop onto the clauses grid.

The fields for clauses are defined in the following table.

Field Name	Comment
Line #	Line number for the clause.
Paragraph	Paragraph number for the clause.
Category	Project-specific category.
Type	Project-specific type.
Description	Short description for clause.
Text	Full text for the clause.
Responsible	Party responsible: Landlord, Tenant, All parties, or other defined party.
Start	Start date.
Days To Start	Days until start date.
End	End date.
Days To End	Days until end date.
Notes	Notes for the clause.
Inactive	Click to mark the clause as inactive.

Editing Clauses

1. Click to select a clause. Shift-click to select multiple clauses.
2. Click Edit.
3. Update the input fields.
4. Click Save at the top of the grid to save and exit. Click Cancel to exit without saving.

Deleting Clauses

1. Click to select a clause. Shift-click to select multiple clauses.
2. Click Delete.

Charges

PMWeb allows you to specify periodic or one-time charges associated with a lease. You specify charges manually for a lease or you pre-define charges that you re-use within many leases. From the Charges tab you do the following.

• Add charges manually
• Add pre-defined charges
• Edit charges
• Delete charges
• Analyze lease charges

Adding Charges Manually

1. Click Add.
2. Specify the charges fields.
3. Click Save at the top of the grid to save and exit. Click Cancel to exit without saving.

Adding Pre-Defined Charges

You set up pre-defined charges in Asset Management > Setup > Lease Charges. Once you have pre-defined charges, you add them to a lease as follows.

1. Click Add Charge(s).
2. Specify defaults for charges, if any.
3. In Group By select grouping categories.
4. Expand a category.
5. Click to select a charge. Drag and drop onto the charges grid.

The fields for charges are defined in the following table.

Field Name	Comment
Line #	Line number for the charge.
Start	Start date.
End	End date.
Type	Type of charge based on pre-defined categories.
Description	Description for the charge.
Post Every	Frequency for posting charge.
Est.	Check if charge is estimated.
UOM	Unit of measurement.
Quantity	Quantity.
Unit Cost	Unit cost.
Amount	Amount based on quantity and unit cost.
Annualized**	Annualized charges.
Annual $/sqft	Annual cost per area.
Cost Code	Cost code for posting charges.
Last Posted	Date last posted.
Next Posting	Next posting date.
Asset(s)	Asset linked to charge.
Notes	Notes for charge.
Charge ID**	Charge ID.
Inactive	Check to make charge inactive.
System ID	System ID for pre-defined charges.

** Read-Only Fields

Analyzing Lease Charges

1. Click Analyze Lease to open the Lease Analyzer.
2. Click the close button at the top right to exit.

Lease Ledger

Lease payments and charges, and all other lease-related transactions, are posted on the Lease Ledger. The ledger fields are described in the following table.

Field Name	Comment
Date	Date when transaction was posted.
Transaction Source	Source for transaction.
Type	Type of transaction, e.g. charge, payment.
Invoice	Tenant invoice.
ID	Transaction ID.
Description	Transaction description.
Amount	Transaction amount.
Balance	Balance amount.
Due Date	Due date for ledger item.
Days Overdue	Number of days overdue.
Cost Code	Cost code for item.
Cost Period	Cost period for item.
Notes	Notes for item.
Workflow Status	Workflow status.
System ID	System ID.
Batch ID	Batch ID.

Notes

See The Notes Tab.

Attachments

See The Attachments Tab.

Workflow

See Workflow.

Lease Administrator

The Lease Administrator automates the process of posting lease transactions: basic charges, recoveries, overages, escalations...

Header Fields

Field Name	Comment
Location*	Location associated with Lease Administrator.
Batch ID*	Lease Administrator batch ID.
Batch Description	Batch description.
Type	Type based on project-specific categories.
Status	Approval status. This field can be set manually. Status is automatically filled out if the document is in Workflow.
Batch Date	Batch date.
Invoice Date	Invoice date.
Posted Date**	Date when posted.
Cost Period	Cost Period for posting transactions.
Operating Project**	Project associated.
Deactivate Expiring Charges	Check to deactivate charges.

*Required Fields

**Read-Only Fields

Recap

Field Name	Comment
Scheduled Total	Sum of scheduled charges.
Recoveries Total	Sum of recoveries.
Escalations Total	Sum of escalations.
Overages Total	Sum of overages.
Grand total	Sum of all charges.

Scheduled Charges

Field Name	Comment
What To Post
Next Posting From	Start date for next posting.
Next Posting To	End date for next posting.
Charge Types	Types of charges to post.
Post Every	Show posted charges for selected frequency.
Scheduled Charges Recap
Total Charges #	Number of all charges.
Total Charges Amount	Sum of all charges.
Selected To Post #	Number of charges selected to post.
Selected To Post Amount	Sum of charges selected to post.
Preview
Post	Click to select a line to post.
Lease	Lease associated.
Suite	Suite associated.
Tenant	Tenant associated.
Type	Type based on project-specific categories.
Description	Description.
Post Every	Frequency for posting.
Est.	Click if amount estimated.
Amount	Amount.
UOM	Unit of measurement.
Cost Code	Cost code associated.
Notes	Notes for item.
Quantity	Quantity
Charge System ID	System ID.
Unit Cost	Unit cost.

Recoveries

Field Name	Comment
What To Post
Costs From	Start date for costs posted.
Costs To	End date for costs posted.
Charge Types	Types for charges posted.
Next Posting From	Start date for next posting.
Next Posting To	End date for next posting.
Post Every	Show posted charges for selected frequency.
Document Type	Type based on project-specific categories.
Cost Code	Cost code associated.
Include Estimated Charges in Calculations	Click to select to include estimated charges in calculations.
Recoveries Recap
Total Costs #	Number of all costs.
Total Costs Amount	Sum of all costs.
Total Recovered #	Number of all recovered costs.
Total Recovered Amount	Sum of all recovered costs.
Costs
Line #	Line number for cost.
Date	Date for cost.
Document	Number for associated document or invoice.
Document Type	Type of associated document or invoice.
Item	Associated item.
Description	Description.
UOM	Unit of measurement.
Quantity	Quantity.
Unit Cost	Unit cost.
Total Amount	Amount.
Cost Code	Cost code associated.
Cost Ledger ID	Cost ledger ID.

Overages

Field Name	Comment
What To Post
Next Posting From	Start date for next posting.
Next Posting To	End date for next posting.
Charge Types	Types of charges to post.
Post Every	Show posted charges for selected frequency.
Scheduled Charges Recap
Total Charges #	Number of all charges.
Total Charges Amount	Sum of all charges.
Selected To Post #	Number of charges selected to post.
Selected To Post Amount	Sum of charges selected to post.
Preview
Post	Click to select a line to post.
Lease	Lease associated.
Suite	Suite associated.
Tenant	Tenant associated.
Type	Type based on project-specific categories.
Description	Description.
Post Every	Frequency for posting.
Est.	Click if amount estimated.
Actual Amount	Actual amount.
UOM	Unit of measurement.
Quantity	Quantity
Unit Cost	Unit cost.
Overage Amount	Overage amount.
Cost Code	Cost code associated.
Notes	Notes for item.
Charge System ID	System ID.

Escalations

Field Name	Comment
What To Post
Next Posting From	Start date for next posting.
Next Posting To	End date for next posting.
Charge Types	Types of charges to post.
Post Every	Show posted charges for selected frequency.
Scheduled Charges Recap
Total Charges #	Number of all charges.
Total Charges Amount	Sum of all charges.
Selected To Post #	Number of charges selected to post.
Selected To Post Amount	Sum of charges selected to post.
Preview
Post	Click to select a line to post.
Lease	Lease associated.
Suite	Suite associated.
Tenant	Tenant associated.
Type	Type based on project-specific categories.
Description	Description.
Post Every	Frequency for posting.
Est.	Click if amount estimated.
UOM	Unit of measurement.
Current Quantity	Current quantity
Current Unit Cost	Current unit cost.
Current Amount	Current amount.
New Quantity	New quantity.
New Unit Cost	New unit cost.
New Amount	New amount.
New Line	New line.
Cost Code	Cost code associated.
Notes	Notes for item.
Charge System ID	System ID.

Notes

See The Notes Tab.

Attachments

See The Attachments Tab.

Workflow

See Workflow.

Tenant Invoices

Header Fields

Field Name	Comment
Location*	Location associated with invoice.
Lease*	Lease associated with invoice.
Tenant**	Company name for tenant. Filled out automatically from lease.
Invoice #	Invoice number.
Description	Description.
Post As**	Post as cost or revenue. Automatically filled out from lease.
Status	Invoice approval status. This field can be set manually. Status is automatically filled out if the item is in Workflow.
Revision	Revision number.
Batch ID**	Batch ID.
Invoice Date	Invoice date.
Billing Terms	Billing terms.
Due Date	Invoice due date.
Cost Period	Cost period for invoice.
Type	Type of invoice based on project-specific selection.
Category	Category of invoice based on project-specific selection.
Paid in Full	Check to mark invoice as paid in full. Will not be shown for any further transactions.

*Required Fields

**Read-Only Fields

Recap

Field Name	Comment
Total Cost	Total cost for invoice.
Total Price	Total price for invoice.
Payments Applied	Sum of payments applied to invoice.
Open Balance	Unpaid balance for invoice.

Details

Field Name	Comment
Line #	Line number.
Item	Item associated.
Description	Description.
UOM	Unit of measurement.
Quantity	Quantity.
Unit Cost	Unit cost.
Ext Cost	Extended cost.
Adjustment 1	Adjustment 1.
Tax	Tax amount.
Adjustment 2	Adjustment 2.
Unit Price	Unit price.
Price	Price.
Cost Code	Cost code associated.
Cost Type	Cost type.
Charge Type	Type of charge.
Notes	Notes.

Payments

Field Name	Comment
ID	Payment ID.
Status	Payment approval status. This field can be set manually. Status is automatically filled out if the Payment is in Workflow.
Company	Company name.
Description	Descriptive text for the Payment Batch. Will be shown on the Payments Batches list along with a unique ID.
Payment Method	Method for payments, e.g. wire transfer, check.
Payment #	User-specified memo field to add a number for the payment.
Payment Date	Date when payment is being made.
Payment Amount	User-specified payment amount.
Cost Code	Cost code to which payment will be applied. If Cost Code is specified, the Payment is posted to the Cost Ledger.
Period	Cost period to which payments will be applied.
Type	Type of payment based on types defined for your PMWeb site.
Category	Category of payment based on categories defined for your PMWeb site.
Reference	Reference memo for the Payment.
Notes	User notes for the Payment.
Applied in Full	Select to specify whether payment is used in full. When this box is checked, the payment will not be shown in payment lists for any further invoice payments.

Notes

See The Notes Tab.

Attachments

See The Attachments Tab.

Workflow

See Workflow.

Payments

PMWeb now allows you to create payments to apply to tenant invoices. Individual payments can be created and used individually. Payments can also be grouped in batches which combine all the funds for application to one or more invoices. Payments can be created from within a Payments record or directly on the Payments tab in an invoice. Payments can also be imported into PMWeb with the Integration Manager. Payments are structured both as inbound payments for revenue leases or Accounts Receivable (A/R) and outbound payments for cost leases or Accounts Payable (A/P).

Payments can be applied at different levels:

• Program
• Location
• Lease
• Tenant Invoice

We will describe here the PMWeb Payments Pages.

Header Fields

Before entering any of the Payments fields, you must know at what level you will apply the payment and specify the field for that level first. The Payments Header fields are described in the table below.

Field Name	Comment
Program*	Specify this field if you are applying the payment at the Program level. Otherwise it is filled automatically. This field is required.
Location*	Specify this field if you are applying the payment at the Location level. Otherwise it is blank. If you make a selection, the label for this field is hyperlinked to the Location record. This field is required.
Lease	Specify this field if you are applying the payment at the Lease level. Otherwise it is filled automatically.
Linked A/R or A/P Invoice	Specify this field if you are applying the payment at Tenant Invoice level. Otherwise it is blank. If you make a selection, the label fort this field is hyperlinked to the Invoice.
Description	Descriptive text for the payment. Will be shown on the Payments list along with a unique ID.
Currency	Payment currency. Read-only field, filled out from currency chosen for the database.
Payment Batch	Payment batch number. Read-only field with the number for any Batch number to which this payment is linked. You would link a Payment on the Payment Batches page.
Status	Payment approval status. This field can be set manually. Status is automatically filled out if the Payment is in Workflow.
Open Balance	Unpaid amount for any invoice linked to payment.
Payment Amount	User-specified payment amount.
Cost Code	Cost code to which payment will be applied.
Period	Cost period to which payment will be applied.
Invoice #	User-specified memo field to add a number for the actual invoice being paid.
Payment Method	Method for payment, e.g. wire transfer, check.
Payment #	User-specified memo field to add a number for the payment.
Payment Date	Date when payment is being made.
Company	Company to which payment is made or from which payment was received.
Type	Type of payment based on types defined for your PMWeb site.
Category	Category of payment based on categories defined for your PMWeb site.
Reference	User-specified memo field for payment reference information.
Notes	Additional notes.
Applied in Full	Select to specify whether payment is used in full. When this box is checked, the payment will not be shown in payment lists for any further invoice payments.

* Required Fields

Additional Applications

This tab shows a list of all records where funds were applied from this payment.

Field Name	Comment
ID	Identifier for payment application.
Program	Program for the payment.
Location	Location for the payment.
Lease	Lease for the payment.
Linked A/R or A/P Invoice	Tenant Invoice for the payment.
Applied Amount	Amount for that payment.
Payment Date	Date when payment made.

Specifications

See Specifications.

Notes

See The Notes Tab.

Attachments

See The Attachments Tab .

Workflow

See Workflow.

 

Payments Batches

Payment Batches are a convenient way to group together Payments, to pool the funds and apply them to invoices. You have the flexibility to link existing Payments to a Payment Batch or to create a Payment within a Payment Batch. The sum of all Payments within the batch is shown in the recap at the top of the page.

Header Fields

Field Name	Comment
Program*	Specify this field to link the Payment Batch at the Program level. Otherwise it is filled in automatically when you select a location. This field is required.
Location*	Specify this field to link the Payment Batch to a Location. This field is required.
ID*	Batch ID. Uses the number pattern specified in the Portfolio settings.
Company	Company for the Payment batch. Specify this field only to link the batch to a specific company.
Description	Descriptive text for the Payment Batch. Will be shown on the Payments Batches list along with a unique ID.
Currency	Payment currency. Read-only field, filled out from currency chosen for the database.
Period	Cost period to which payments will be applied.
Status	Approval status. This field can be set manually. Status is automatically filled out if the document is in Workflow.
Memo Fields
Payment Memo Total	Memo field to specify a payment amount.
Payment Method	Method for payments, e.g. wire transfer, check.
Payment #	User-specified memo field to add a number for the payment.
Payment Date	Date when payment is being made.
Type	Type of payment based on types defined for your PMWeb site.
Category	Category of payment based on categories defined for your PMWeb site.
Reference	User-specified memo field for payment reference information.
Payment Recap
Payment Amount	User-specified payment amount.
Applied	Amount already applied.
Unapplied	Amount unapplied and available for invoice payments.
Posted	Amount posted.
Unposted	Amount unposted.
Applied in Full	Select to specify whether payment is used in full. When this box is checked, the payment will not be shown in payment lists for any further invoice payments.

* Required Fields

Details Tab

From the Details Tab you can perform these actions with Payments.

• Add Payments
• Link Payments
• Unlink Payments
• Edit Payments
• Delete Payments
• Pay Invoices

For each Payment the Details grid shows the information in the following table.

Field Name	Comment
Line #	Number assigned to the Payment in the grid.
Program*	Program associated with the Payment.
Location	Location associated with the Payment.
Lease	Lease associated with the Payment.
ID	Payment ID.
Linked A/R or A/P Invoice	Tenant Invoice associated with the Payment.
Company	Company name.
Invoice #	Internal invoice number.
Payment Method	Method for payments, e.g. wire transfer, check.
Payment #	User-specified memo field to add a number for the payment.
Payment Date	Date when payment is being made.
Description	Descriptive text for the Payment Batch. Will be shown on the Payments Batches list along with a unique ID.
Open Balance	Unpaid amount for any invoice linked to payment.
Payment Amount	User-specified payment amount.
Cost Code	Cost code to which payment will be applied. If Cost Code is specified, the Payment is posted to the Cost Ledger.
Period	Cost period to which payments will be applied.
Type	Type of payment based on types defined for your PMWeb site.
Category	Category of payment based on categories defined for your PMWeb site.
Reference	Reference memo for the Payment.
Status	Payment approval status. This field can be set manually. Status is automatically filled out if the Payment is in Workflow.
Revision	Revision number.
Notes	User notes for the Payment.
Applied in Full	Select to specify whether payment is used in full. When this box is checked, the payment will not be shown in payment lists for any further invoice payments.

* Required Fields

Add Payments

You can add payments directly from the Payment Batch if you had not already created a payment record. When you do this, the payment is automatically added to the invoice, if you select one. To add a payment do the following:

1. Click Add Payments. This creates a new line for you to specify the payment information.
2. To specify a payment at the lease level, specify that field. If you prefer, select a Tenant Invoice for the payment. The associated lease will be filled out automatically.
3. Specify Payment Amount and any other information you want to include from the fields described in the Details grid above.
4. Click Save to create the payment. This will add the payment to Lease or Invoice. The payment should be reflected in the Tenant Invoice recap and should also be shown on the Payments Tab and on the Lease Ledger.

Link Payments

To link existing payments to a Payment Batch do the following.

1. Click Link Payments. The Link Payments pop-up opens.
2. In Group by, select an option for grouping the payments.
3. From the folders, find the payments you want to include.
4. Select then drag and drop Payments into the Payments table.

Unlink Payments

To unlink a previously linked invoice do the following.

1. Select one or more Payments from the List.
2. Click Unlink Payments.

Pay Invoices

Click Pay Invoices on the Payment Batch Details tab to open a pop-up and make invoice payments. There are two ways for you to pay invoices:

• With the Auto-Apply feature
• With user-specified payment amounts or percentages

To Pay Invoices with Auto-Apply

With Auto-Apply you select which Invoices to pay and automatically pay them off in sequence with the available funds. The payment amount for the last invoice will reflect the balance available in the Payment Batch.

1. Select which Invoices to pay.
2. Click Auto-Apply.
3. Select Paid in Full for invoices to which no further payments should be applied. This is done automatically for invoices with no open balance.
4. Click Save & Exit to save or click Cancel to exit without saving.

To Pay Invoices with User-Specified Amounts

1. Specify payments as either a percentage of the invoice or a fixed amount.
2. Select Paid in Full for invoices to which no further payments should be applied, whether or not there is an open balance. This is done automatically for invoices with no open balance.
3. Click Save & Exit to save or click Cancel to exit without saving.

Pay Invoices Fields

Field Name	Comment
Header
Program	Program associated with the Payment Batch.
Location	Location associated with the Payment Batch.
Company	Company associated with the Payment Batch.
Payment Memo Total	Memo field to specify a payment amount.
Applied	Amount from Payment Batch already applied to invoices.
Unapplied	Balance available from Payment Batch to pay invoices.
Details
Program	Program associated with the Invoice.
Location	Location associated with the Invoice.
Company	Company associated with the Invoice.
ID	Invoice ID.
Description	Invoice description.
Invoice Due	Invoice due date.
Invoice #	Invoice number from memo field.
Open Balance	Unpaid amount for the invoice.
Percent	Percentage of Invoice Open Balance to pay. Specify one of Percentage or Applied.
Applied	Amount of Invoice Open Balance to pay. Specify one of Percentage or Applied.
Applied in Full	Select to specify whether invoice is fully paid, whether or not there is an open balance. When this box is checked, no further payments should be applied to the invoice.

Specifications

See Specifications.

Notes

See The Notes Tab.

Attachments

See The Attachments Tab .

Workflow

See Workflow.

Work Orders

PMWeb Work Orders allow you to enter, track, dispatch and apply costs to any work related to your assets. You can make work orders recur at intervals you specify and link them to maintenance contracts if you wish.

Header Fields

 

Field Name	Comments
Location	This field is required.
Description	This field is not required.
Revision	This field is read-only. Revisions are editable copies of a record. You may create as many revisions to a record as you wish. A new record is designated revision 0. Only the newest revision can be edited. Older revisions are locked as “Inactive”.
Date	This field is read-only. The date the revision was created.
Status	The default status is “Draft”. This field may be edited at any time to reflect the record’s movement through an approval process. See Workflow for details about automating the approval process.
Submitted By	This field is read-only. It is the User ID and Name of the user who created this work order.
Assigned To	If this work order has been assigned to one or more resources in the Dispatch Board the resource name(s) appear here.
Scheduled	If this work order has been scheduled on one or more days in the Dispatch Board the dates appear here.

Details Fields

 

Field Name	Comments
Contact Name	This field is not required.
Contact Phone	This field is not required.
Ext.	This field is not required.
Type	This field is not required. This is a user-definable list.
Priority	This field is not required. This is a user-definable list.
Reported	This field is not required.
Estimated Start	This field is not required.
Estimated Finish	This field is not required.
Approximate Duration	This field is not required.
Scope	This field is not required.

Assets Grid

You can link a work order to one or more assets.

 

Field Name	Comments
Building, Floor, Space, Equipment	Use the Select Assets dialog to populate the grid.

Linking Assets

To link assets click the Add Assets button in the Assets grid header. The Select Assets dialog opens.

 

The Select Assets Dialog

 

You may link the work order to any combination of Location, Building, Floor, Space, and Equipment. Drag assets from the tree to the drop zone.

 

When you have finished selecting assets click the Save button. The dialog closes and the Assets grid is requeried.

 

Note: The tree in the Select Assets dialog is filtered by the Location you selected on the work order.

Preventive Fields

Use the Preventive tab to create one or more recurrences of the work order. All of the recurring work orders are linked to the original and are scheduled according to your choices. Work orders can recur:

• Once - Exactly one linked work order is created.
• Daily - One work order is created for each day at the interval you specify.
• Weekly - Work orders are created for each week on the day(s) you select at the interval you specify.
• Monthly - Work orders are created for each month on the day(s) you select at the interval you specify

 

You also have the option to Copy assigned resources from this Work Order. If you select this option by checking the box all of the resources assigned to the original work order will be copied to each of the linked work orders. If this box is unchecked, no assignments will be copied.

 

When you have selected and configured a Frequency, click the Create linked Work Orders button. A dialog opens asking you to confirm. When you click the Continue button the dialog closes and the linked work orders are displayed on the Preventive tab.

 

See Maintenance Contracts for more information on creating preventive work orders.

Resource Costs

Use the Resource Costs tab to enter costs for labor and equipment Resources incurred on this work order.

 

If Calculate Regular hours from Start & Finish is checked PMWeb will automatically default the Reg field as equal to Finish - Start.

The Labor Grid

Field Name	Comments
Item	This field is read only.
Resource	This field is required. Use the drop-down list to select the resource.
Date	This field is not required.
Start	This field is not required. Type a time or use click the time picker button to select a time.
Finish	This field is not required. Type a time or use click the time picker button to select a time.
Reg	This field is not required. The number of hours at the resource’s Reg rate.
OT	This field is not required. The number of hours at the resource’s OT rate.
Prem	This field is not required. The number of hours at the resource’s Prem rate.
Total Hours	By default, this equals Reg + OT + Prem, but you may also type a number in the field.
Total Cost	By default, this equals Reg, OT and Prem hours x the resource’s respective rates, but you may also type a number in the field.
Notes	This field is not required.

 

The Equipment Grid

Field Name	Comments
Item	This field is read only.
Resource	This field is required. Use the drop-down list to select the resource.
Date	This field is not required.
Start	This field is not required. Type a time or use click the time picker button to select a time.
Finish	This field is not required. Type a time or use click the time picker button to select a time.
Operating	This field is not required. The number of hours at the resource’s Operating rate.
Standby	This field is not required. The number of hours at the resource’s Standby rate.
Idle	This field is not required. The number of hours at the resource’s Idle rate.
Total Hours	By default, this equals Operating + Standby + Idle, but you may also type a number in the field.
Total Cost	By default, this equals Operating, Standby and Idle hours x the resource’s respective rates, but you may also type a number in the field.
Notes	This field is not required.

Material Costs

• Use the Material Costs tab to enter costs incurred on this work order.

The Materials Grid

Field Name	Comments
Line #	This field is read only.
Item	This field is read-only. If this line was added by selecting an item or picking from inventory this is the Item ID. Otherwise, this field is empty.
Description	This field is not required.
Type	This field is not required.
UOM	This field is not required.
Quantity	This field is not required. The default is “1.00”
Unit Cost	This field is not required.
Ext. Cost	This field is not required.
Stock #	This field is read-only. If this line was added using the Pick Inventory button, the Stock # appears here; if not, this field is empty.
Notes	This field is not required.

 

There are three methods for entering costs in the grid:

Add Line

Click the Add Line button in the grid header. A new line opens for editing.

Add Items

Click the Add Items button. The Add Items Dialog opens.

Pick Inventory

Click the Pick Inventory button. The Pick Inventory dialog opens.

 

The Pick Inventory Dialog

 

The tree displays all inventory locations and sub-locations and items with stock on hand. The quantity on hand is displayed in parentheses. Drag stock from the tree to the drop zone and specify the Quantity to Pick.

 

When you have finished picking inventory click the Save button. The dialog closes and the Materials Costs grid is updated.

Cost Totals

The Cost Totals grid displays the costs you enter, grouped by type as well as a grand total for the work order.

Notes

See The Notes Tab.

Attachments

See The Attachments Tab.

Workflow

See Workflow.

Work Requests

Using PMWeb the occupants or staff of any of your assets may quickly and easily submit work requests online. Work requests, if desired, can be converted to a work order with one click.

Header Fields

 

Field Name	Comments
Work Request ID	This field is read-only.
Created	This field is read-only. The date the record was added.
Submitted By	This field is read-only. The ID and Name of the user that created the record.
Location	This field is required. Select a location from the drop-down list.
Unit(s)	This field is not required.
Tenant(s)	This field is not required.
Contact Name	This field is required.
Contact Phone Day, Ext.	This field is required.
Contact Phone Night, Ext.	This field is not required.
Contact Email	This field is not required.
Brief Description	This field is required.
Please describe the issue in detail	This field is not required.
Attach documents…	See Creating an Attachment.

 

Assets Grid

You can link a work request to one or more assets.

 

Field Name	Comments
Building, Floor, Space, Equipment	Use the Select Assets dialog to populate the grid.

Linking Assets

To link assets click the Add Assets button in the Assets grid header. The Select Assets dialog opens.

 

The Select Assets Dialog

 

You may link the work request to any combination of Location, Building, Floor, Space, and Equipment. Drag assets from the tree to the drop zone.

 

When you have finished selecting assets click the Save button. The dialog closes and the Assets grid is requeried.

 

Note: The tree in the Select Assets dialog is filtered by the Location you selected on the work request.

Dispatch Board

The PMWeb Dispatch Board makes scheduling and assigning work orders drag-and-drop simple.

Work Orders Tree Fields

 

Field Name	Comments
Board	Select the dispatch board you wish to load. See Configure Dispatch Boards.
Group By	The selection you make here determines the appearance of the Work Orders Tree. When you select a new Group By option the tree is automatically redrawn.
Filter By	Select on of three Filter By options.

Using the Dispatch Board

The Dispatch Board

 

Use the tree to locate the work order you wish to schedule. Click and drag it to the calendar control and drop it under the column for the resource you wish to assign it to and at the time you want them to start. With the work order as a task in the calendar control you can:

• Click and drag the task to a new time or to a different resource column.
• Click the bottom edge of the task and drag up and down to adjust its duration.
• Double-click the task to open the associated work order.
• Delete the assignment by hovering over the task and clicking the X button.

Changing the Appearance of the Calendar Control

The calendar control header contains a number of controls that allow you to change the way the calendar control appears:

• The Scroll Buttons page through the calendar. The left button scrolls to the past. The right button scrolls to the future.
• Click the Today Link displays today’s date in any interval view.
• Click the Date Picker Arrow to display a calendar from which you can pick a date to display.
• Interval Buttons allow you to view the calendar by day, week or month. The timeline view compresses each day into one line.

Configure Dispatch Boards

PMWeb lets you create as many dispatch boards as you wish. Each dispatch board can contain any combination of resource columns.

Work Orders Tree Fields

 

Field Name	Comments
Board name	This field is required. Each board must have a unique name.
Notes	This field is not required.

Resources Grids

Click the Display column in the grids to select which resources to display as columns in the dispatch board.

 

Note: Tasks assigned to a resource on one dispatch board will also appear on any other dispatch boards that display the resource.

Maintenance Contracts

Header Fields

Field Name	Comment
ID*	Unique identifier.
Description	Description for Maintenance Contract.
Type	Type based on project-specific lists.
Status	Approval status. This field can be set manually. Status is automatically filled out if the document is in Workflow.
Bill to*	Company to bill for contract.
Bill to Address	Billing address for company.
Contact	Contact at company.

*Required Fields

Details Fields

Field Name	Comment
Overview	More detailed information about contract.
Start	Start date.
End	End date.
Value	Dollar value of contract.
Billing	Type of billing based on project-specific lists.
Linked Work Orders
WO ID	Linked Work Order ID.
Scheduled	Date when scheduled.
Assigned To	Work Order resource assignment.

*Required Fields

Linking Work Orders

To link work orders to the maintenance contract, do the following:

1. From the Details tab, under Link Orders, click Add. This creates a new Work Order.
2. Specify the fields as described in Work Orders.

Notes

See The Notes Tab.

Attachments

See The Attachments Tab.

Workflow

See Workflow.