Manage Contractors
Introduction
Working on work orders often involve maintenance jobs to be carried out outside of your organization using contractors. Contractors can be technicians from a supplier, or external service companies that specialize in maintenance of equipment used in your company.
- Prerequisites
You have enabled the Dynaway Contractor Management configuration key in the License Configuration form.
You are assigned to either the security role 'Contractor manager' (allows to set up the functionality) or to 'Contractor clerk' (allows to preview the setup).
- Audience
- Maintenance Manager
Overview of Contractor Management
From the Contractors overview, you can open related purchase orders and work orders. You can set up contractors to be automatically assigned to a work order when creating a work order, and view contractor information on assets.
This article describes how to get started with contractor management by setting up contractors and automatically assigning work orders to contractors.
Set Up Contractors
All contractors are vendors set up within Finance and Operations. Set up contractors by going to:
- Asset management > Contractors > Contractors.
- Click 'New' to create a new vendor, or
- Select 'Add from vendor group' which adds all vendors from a vendor group to be set up as contractors.
If a vendor is set up as a contractor and there are related work orders, the vendor can't be deleted. If related work orders don't exist, the vendor can be deleted. You can easily export and import contractors from and to the system by using the data entity 'Contractors' (DynContractorTableEntity).
Assign Work Orders Automatically to Contractors
You can assign contractors automatically to work orders based on 'Default contractors' setup. You can set up a default contractor to perform maintenance jobs on for example functional locations, maintenance job types, or asset types. The vendor hold for contractors must be set to 'NO' to be able to add them to work orders.
- Go to Asset Management > Setup > Work orders > Contractors.
- Click 'New' to set up a default contractor.
- Add information in one or more of the following fields:
- Functional location
- Work order type
- Asset type
- Manufacturer
- Model
- Asset
- Maintenance job type category
- Maintenance job type
- Maintenance job type variant
- Trade
- Contractor
- Vendor hold
- Select 'Save' when you have specified the relevant information.
Procurement Default Vendor
When you're creating a purchase order or a purchase requisition from a work order, the value in the 'Vendor account' field is automatically set. This value is derived from the work order's contractor information which holds information about the vendor account.
Note that to have the value in the 'Vendor account' automatically set when creating a purchase order, you must open the 'Create purchase order' dialog from Aset management > Work orders.
When you are creating a purchase requisition, adding purchase requistion lines will automatically fill out the vendor account field no matter where you open the form from.
View Contractor Information
On an Asset, you can see what contractor could be assigned automatically to a work order when a new work order is created from the selected asset.
To see default contractors setup related to specific assets, go to Asset management > Assets > All assets > General > Related information > Contractors.
