User-defined type

Displays the user-defined version of the Orders business object. See also Order types.

Status

Displays the order's status, as selected on the action panel. All order types have predefined statuses and status transitions that can be used to indicate in which phase a particular task is.
Status transitions are user-definable and can be configured to suit your specific situation.

If so configured, Planon ProCenter will ask you if a job ticket (or other order form) should be generated upon a status transition, for example from status Reported to status Accepted. If the answer is Yes, you can send the tradesperson responsible for repairs a job ticket by email.

Special symbols denoting the current order status may have been assigned to the order descriptions in the elements list.
For example:

Number

Displays the automatically generated order number.

Standard order

Select the standard order that you want to apply to your order. The standard orders displayed in the list depend on the order group selected at the Components level.
Skip this field, if you do not want to apply a standard order.

If you add a suborder to an order that is based on a standard order, all standard orders of the order group that have been completed for the main order are displayed.

Order group

Select the order group to which an order belongs.

For this field, the Planon ProCenter administrator can also specify a default value.

For more information on default values, refer to the TSIs and Field definer documentation.

Budget

The budget to which the order costs are booked. The field can only be completed if the Budgets TSI is available in your configuration.

Effort

This field is only applicable and editable if the Multiple work assignments license and feature are not activated. It displays the number of hours needed to complete the order. Any changes to the tradesperson or the Start date-time will lead to recalculating the End date-time. Any updates of this field will also affect the value in the Planning status field. See Planning status on Orders - conditions for more information.

Assigned by

The person for whom an order is completed (and who is charged for it). An option can be chosen from a pick list including all addresses of this type in the Addresses TSI.

Trade

Select a specific trade from the list, to link to the order.

Reassign to

Select a trade from the list to reassign the request / order rejected by the selected trade.

Cost category

The cost category, for example catering or automation, can be selected from a pick list.

Project

In this field you can select one of the available projects from a pick list. For more information, see Creating projects.

Approved by

The person who must authorize the order. For this field a pick list is available, containing people from the Personnel TSI.

Linked order

By using this field, you can link another order or request to the active order. If the related order/request is deleted, this field will be emptied.

All suborders completed

This read only field indicates, if all suborders under an Order are completed / canceled.
The field is set to No by default. However, if all suborders are set to administratively completed or canceled status, this field is automatically set to Yes on the main order.

Communication logs

Displays an overview of all the communication logs of the order. The communication added by the logged in user is shown to the right and any other communication is shown to the left of the Communication logs field.

Internal coordinator

Select a person from the list. The person in the organization responsible for completion of the order can be selected in this field.

External coordinator

An external person responsible for coordinating the task can be selected in this field.

External company

If an order is completed by an external company, select the relevant company's address from the list. Use the available filter options to retrieve the right External company.

Internal tradesperson

Select the employee responsible for carrying out the order. The Internal tradesperson field typically refers to an employee who is (going to be) assigned to the (maintenance) work described in the order, such as technicians, field engineers, inspectors, etc.

Contract

This field refers to the contract linked to the order. A contract can be selected from a pick list.

Contract line

This field refers to the contract line linked to the order.

Cost center

Select a cost center for the order from the list.

Created by

Enter the name of the person entering the order, if this person is logged on to the system under a valid user name.

Requestor

Select a requestor from the list. The requestor is the person reporting the order.

When selecting the requestor, any additional information related to the requestor as defined in the Information text field on the Persons layout is displayed as a pop-up. For more information, see Displaying additional requestor / asset information on an order.

External requestor

Select an external requestor. The dialog box enables you to select an external requestor or to add people to the list of external requestors.

Property

From the list, select a property where the order must be carried out. Use the filter options for a targeted search.

Property zone

From the list, select an area/zone to which the property belongs.

Using the property zone, a single request can be created (instead of creating multiple requests) for the same problem at different premises in an area.

Selecting a zone improves usability, responsiveness and productivity.

Floor

From the list, select the floor where the order must be carried out. Use the filter options for a targeted search.

Asset ID

Select the asset from the list to which the order belongs. Use the filter options for a targeted search.

When selecting the asset ID, any additional information related to the asset as defined in the Information text field on Asset and building elements layout is displayed as pop-up. For more information, see Displaying additional requestor / asset information on an order.

Rentable unit

Select a rentable unit from the list. Use the filter options for a targeted search.

Reservation unit

Link a space unit or asset unit to the order.

Assessment definition

If you want to plan and perform assessments using orders, select a relevant assessment definition in this field. By linking an assessment definition to the selected order you make it possible to prompt field staff to perform the assessment via PMFS. See: Planning and performing (mobile) assessments via a work order.

Follow-up action details

This read-only field displays the follow-up actions (if any) that are linked to the order, with their latest status information.

Number of people

Enter the number of people for whom a space unit is booked. This field refers to reservations only.

Asset group

Information on the asset group to which the asset specified in the Asset ID field belongs. The contents of the field cannot be modified.

Quotation date

Specifies the date on which an order is given the Order proposal system status.

Date accepted

Specifies the date on which an order is given the Order accepted system status.

Technically completed on

The date on which an order is given the Order technically complete system status.

Administratively completed on

The date on which an order is given the Order administratively complete system status.

Date-time coloring

Contains the date-time (in the time zone of the property) that is used to color the order when order coloring is turned on.

By default, this field will obtain the value of the Requested completion date (on save). However, the user can manually modify it, if required.

Related assets

Displays all the assets linked to the selected order. Archived related assets are also displayed when Include archived records is selected to Yes in Order business object settings.

For more information on the setting, see General order settings ( Field definer ).

Related records

Displays all the records linked to the selected order. Archived related records are also displayed when Include archived records is selected to Yes in Order business object settings. For more information on the setting, see General order settings ( Field definer ).

SLA service

If a request or order is entered and the SLA service field is also completed, Planon ProCenter checks whether the service is linked to a service level agreement (SLA) and whether the SLA is linked to an SLA contract line. If this is the case, all SLA information, such as costs and response time is copied to the request/order.

SLA

This field is automatically populated with the SLA linked to the SLA service when the SLA is applied to an order or request.

Reported on

Displays the date and time when the order was added.

Requested response date-time (user)

Specify the date and time at which the service provider should respond to the order. This time is initially calculated using the SLA's Time to respond on the basis of Original reporting date-time. If this is not specified, the Reported on date is used.

Requested response date-time (property)

Specify the date and time at which the service provider should respond to the order. This time is based on the time zone of the selected property.

Requested completion date-time (user)

Displays the date and time at which the order should be completed. This time represents the time zone of the user.

Requested completion date-time (property)

The date and time when the order completion is due. This time represents the time zone of the property. This field is updated only if the Multiple time zones feature is enabled.

Actual response date-time (user)

Specify the actual date-time at which the service provider responded to the order. This field is updated only if the Multiple time zones feature is enabled.

The Actual response date-time is automatically calculated and populated when the status of the order is changed to Order accepted (applies to work orders) or Request in progress (applies to requests).
If required, you can change this date-time.

Actual response date-time (property)

Displays the actual date-time at which the service provider responded to the order. This time is based on the time zone of the selected property.

Actual completion date-time (user)

Use this field to specify the order’s actual completion date-time. This field is updated only if the Multiple time zones feature is enabled.

The Actual completion date-time is automatically calculated and populated when the status of the order is changed to Order technically completed(applies to work orders) or Request completed (applies to requests). If required, you can change this date-time.

Actual completion date-time (property)

Displays the order’s actual completion date and time. This date-time is based on the time zone of the selected property.

Original reporting date-time

Enables you to specify a date-time that should be considered as the date-time at which the order was entered.
When entered, this date-time is used to:

If an SLA is applied, this field can only be changed for existing orders if the order has not been processed yet (still in the Reported status).

SLA priority

Specify a number to search for an SLA. By specifying an SLA priority for the order, a specific SLA can be found via the SLA scope.

Weighting

Specify a number to indicate the importance of the order. Based on the weighting, the completion time score and response time score are calculated.

The value in the Weighting field can also be adopted from the SLA.

Completion time score

Displays the completion time score calculated based on the weighting. This score indicates if the order has been completed in time or too late.

If the Actual completion date-time is less than (or equal to) the Requested completion date:
Completion time score = Weighting

If the Actual completion date-time is greater than the Requested completion date:
Completion time score = (-1 * Weighting)

Response time score

Displays the response time score calculated based on the weighting. This score indicates if the response on the order was in time or not.

If the Actual response date-time is less than (or equal to) the Requested response date-time:
Response time score = Weighting

If the Actual response date-time is greater than the Requested response date-time:
Response time score = (-1 * Weighting)

EHS required?

Select Yes if the field engineer has to acknowledge health and safety information when working on the order.

Location description

Enter the details of the location where the order is to be carried out. This will enable you to register enhanced information of the location.

PMFS status

Displays the processing status of the PMFS order (AppSuite only):

Appointment booking?

Click Yes if the PMFS order must appear as an appointment booking on the mobile device of the field engineer (internal tradesperson). Once the order is made into an appointment booking, its start date is fixed.

The default setting in this field is No (no fixed start date).

High priority?

Click Yes if the PMFS order must appear as a high priority order on the mobile device of the field engineer (internal tradesperson). Field engineers can recognize high priority orders by their icon in the PMFS app.

The default setting in this field is No (no high priority).

Sign-off required?

Click Yes if it is required that the customer signs off the job on the mobile device of the field engineer, to acknowledge that the work was completed as agreed.

Sign-off by engineer required?

Click Yes if it is required that the engineer signs off the job on the mobile device upon completing the job, to acknowledge that the job has been fully executed.

Outsourced assignment

This field is only available on planned maintenance (PPM) orders. It is a reference to an Outsourced assignment on a contract with a subcontractor.

Subcontractor

This field is only available on planned maintenance (PPM) orders. It is a reference to the subcontractor by whom the PPM order is carried out. The link with the PPM order comes from an Outsourced assignment (= subcontractor contract line) on a Subcontractor contract.

Team

Reference to a linked service team. If Allocation agreements are configured and used within the Service Providers solution, the team will be automatically detected upon creating / generating a work order or PPM order.

Original budgeted hours

Enter the number of hours you originally had available as the 'time budget' for the entire order. Each time a work assignment is created, with its own number of assigned hours, these hours are subtracted from the original budgeted hours on the order.

Remaining budgeted hours

Shows the number of budgeted hours that has not yet been spent on the order.

Planning fields (Orders, PPM orders, Move orders)

Planned start date-time (work assignment)

Displays the date and time at which the work assignment should start. This date-time is based on the time zone of the selected property.

After the Multiple work assignments feature is enabled, this field can become editable and be populated under the following conditions:

Planned start date-time user (work assignment)

Read-only field that displays the date and time at which the work assignment should start. This date-time represents the time zone of the user.

Planned end date-time (work assignment)

Displays the date and time at which the work assignment should end. After the Multiple work assignments feature is enabled, this field can become editable and be populated under the following conditions:

Planned end date-time user (work assignment)

Read-only field that displays the date and time at which the work assignment should end. This date-time represents the time zone of the user.

Planning status

This read-only field shows the most recent planning status of the order:

Which planning status is shown, is based on the time that has already been spent on the related work assignment(s). See Planning status on Orders - conditions for detailed information.

Upon completion or cancellation of the order, this field is cleared.

Total no. of assigned hours

Displays the total number of assigned hours of all work assignments.