Using a template makes Creating Order Confirmations in WorkRecords a quick and easy process. There are two steps that must be completed in order to create an order confirmation from a template.
- Confirm that an active order does not already exist
- Create the order confirmation
Note: Anything listed below that is highlighted in blue and underlined can be clicked on to take you to a QuickGuide, Training Video or additional resources with step by step instructions.
Step One: Search Orders and Templates
Each worker needs an active Order to be able to use WorkRecords at the property. It is important to be aware of all active orders available for a worker before adding a new order. FAQ - How do I find out if my worker already has an order?
In many cases, the worker only needs 1 active Order. And, for those workers, it is important that extra Orders are not created, as this can lead to confusion for everyone (worker, Labor Buyer and Labor Supplier).
However, it is sometimes necessary for the worker to have more than 1 active Order. Only in the following circumstances will a worker need more than 1 active Order.
- The worker works for more than one customer (i.e., more than 1 property). Each property needs its own Order.
- The worker works for the same property/customer, works more than one job at this property and the bill rates on the jobs are different. For example, the worker works as a Room Attendant ($14.25) and also as a Linen Runner ($13.50). Or, as another example, the worker works as a Room Attendant ($14.25) and also as a Supervisor ($0.00). More than 1 active Order is only necessary in this case because the rates are different.
Step Two: Create the Order Confirmation
Once a Template has been created, an Order can be created for a worker in less than a minute.
Note: Remember, Order Confirmations for multiple workers can be created simultaneously, if all of the information is the same (e.g., start date, billing information, etc.).
You can watch the video linked below for more information or read through the training materials shown below.
Video: Create Order Confirmation Using a Template (10 minutes)
After logging into WorkRecords at www.workrecords.com, navigate to Orders on the blue menu bar and choose Create Orders - Add Workers.
Click on the correct selling location from the list displayed in your account.
Note: It is very important to choose the correct selling location, because different selling locations may contain different rules about sales tax, overtime factors, week ending dates, and other items.
Once you select the location, you will have two options from which to choose.
|Step 4a - Add Existing Worker to List|
Step 4b - Create a New Worker
If you searched for the worker already and didn't find them, you will need to add a new workers to WorkRecords.
Now you will proceed with creating the Order(s) for the worker(s).
Note: You can create Orders for multiple workers at the same time if the new Orders will have these same details: job title, bill/pay rates, start date, property and Buyer Primary Contact. Otherwise, you can create Orders for each worker individually.
Note: You may also use this screen to delete workers from your staging list.
You will now see a list of your customers for whom you have Templates created.
Note: If you do not see a property name listed, that means you have not yet created a Template for that property. You will want to create a Template for the property.
Note: If you see Templates under a property, but do not have a clickable hyperlink for a specific Template, that means the Template name was left blank when the Template was created. Delete the Template (click the Delete link), then create a new Template ensuring that the new one is saved with a name.
Verify the workers for whom you are creating Orders. You will see their names near the top.
Note: If you accidentally added a worker by mistake, simply click the Delete link to remove them from the list. Then, proceed with creating Orders for the rest of the workers.
Much of the information will already be populated, as it all carries over from what was entered on the Template. Verify all of the following items listed below. Note: You can type over anything entered in a white box and enter new text.
Click the Next Step button at the bottom once you are ready to move forward.
Review the details for the Order Confirmation(s) that you are creating. This information is based on what was entered on the previous screen. Please review carefully. If for some reason it is not accurate, you can always use the Previous Step button to change the information as needed.
The Order Info section at the top will be displayed to your Labor Buyer.
The Additional Info section is only visible to Labor Suppliers.
Note: Gross margin is calculated based on bill rate, pay rate and burden %.
Once you are satisfied with your order information, you must complete the following: