On orders that have been imported via the PPW Link import, you can send results directly from your PPW account to theirs, with no fee!
First, to send results, click on the "Send" Results button at the top of the page on the work order!
On this page, there are multiple, sections, and we will break it down into each section!
PCR Form section
This will show you any/all PCR forms that are attached to the order!
Here, you will see the
- Form Name
- Who was the last user to saved the form and the date/time they saved it
- How many photos are flagged to the PCR Form
- The Transfer Status of the form
- If no Status, it has not been sent yet
- If it says "Queued", this means it is in the process of sending the data to the client
- If it says "Synced" it means all of the data has been synced to the clients account
- If it says "Error", see the send log at the bottom of the page, which we will cover later on
If the form was imported from the client via the PPW account, there will be a "Transfer" button!
If the "Transfer" button is not showing, there are 1 of 2 options
- The form was not imported from the client and originated in your PPW account, in this case, it will give a message reading "Can not transfer, local PCR form."
- In the above screenshot, you can see this on the Initial Services PCR Form
- The form has not been fully filled out, and something that is required is missing. In this case, the form will be highlighted in red on this page.
- In the above screenshot, you can see this on the Initial Services PCR Form, even though this form was not imported, it will still show highlighted in red meaning that the requirements for the form have not been met.
Once the transfer button is clicked, it will send the answers to the client's PPW account, along with any photos that are flagged to the PCR Form.
Bid / Completion Info section
This section will allow you to send any bid/completion items you or your team entered on the order in your PPW account back to the client!
On this section, on the left-hand side, there is a Bid column and a Completion column, and there is a check box under each column header for each item!
- If the checkbox under the "Bid" column is checked, when the "Transfer Bid / Completion" button is clicked it will send that item to the client as a Bid item, along with any photos flagged to the bid item.
- If the checkbox under the "Completion" column is checked, then when the "Transfer Bid / Completion" button is clicked it will send that item to the client as a completion item, along with any Before/During/After photos flagged to the completion item.
- If both checkboxes are checked, then it will send as a bid and a completion item!
- If the checkbox under the bid or the completion column is not showing up, then this means that this item does not have quantity on the bid/completion page of the order in your PPW account!
- If you do not want to send to send a certain item back to your client, ensure that neither checkbox for that item is checked when the "Transfer Bid / Completion" is checked.
Next to these check boxes is a drop down menu, under the column "Destination Item" and then next to that column is the "Item/Description" column, and these columns are used together!
- The "Item/Description" column is the item that was added to the bid/completion page in your PPW account
- The "Destination Item" is a drop down menu, and the items that show up in this drop down menu are the Bid/Completion items that show on the bid/completion page in the clients account
- This is because you may have slightly different verbiage on the name of the items in your PPW account vs what the client has
- In the drop down menu, you will want to choose the item that best matches the item listed in the "Item Description" column
- In the above screenshot, you can see that 2 of the items we added were named "Debris Exterior" and "Grass Recut", it just so happens the client has those same items in their account so I choose those items in the drop down menu
- If there are no items in the drop down item that match the "Item Description", you can choose the "Other" option that is the last option in the Drop Down list
- This will send this item as an "Other" option to the client's PPW account and it will have the same name as you have it listed in the Item/Description section
- As you can see in the above screenshot, we added a "Shrub Trim" as an "Other" item in the Bid/Completion page of our PPW account, the client does not have a item that matches this, so we choose "Other" in the drop down menu
Once you do have all of the items set up and all of the appropriate boxes checked, click the "Transfer Bid / Completion" to send the items back!
As with the other sections of PPW, there will be a transfer status:
- If no Status, it has not been sent yet
- If it says "Queued", this means it is in the process of sending the data to the client
- If it says "Synced" it means all of the data has been synced to the clients account
- If it says "Error", see the send log at the bottom of the page, which we will cover later on
Photos / Documents section
This section will allow you to send any Photos or Documents that are uploaded on the order in your PPW account to the clients PPW account!
To send the photos, you will click the "Transfer All Photos" button and to send any documents that are uploaded in the photos/docs section, you will click the "Transfer All Documents" button!
This will send the photos that are showing in the photos/documents section of your PPW account to the clients PPW account!
One thing to note is that if the photos are flagged to a bid item, completion item, or to a PCR Form question, that item will also need to have been sent in order for the system to flag the photos in the PPW account.
If the photos are flagged to an item/question in your PPW account, but that item has not been sent via the send results page, the photos will still be sent to the client, they will just be sent as unflagged photos.
As you can see there are 4 columns here:
Total Photos: This will tell you how many photos or documents are uploaded on the order in your PPW account
Queued: Once the "Transfer All Photos" and/or "Transfer All Documents" button is clicked, it will put the photos/documents in a queue to be sent back to the client, this column shows how many photos/documents are waiting to be sent.
Synced: This column will tell you how many photos/documents have been sent successfully from your PPW account to the clients PPW account
Error: This column will tell you how many photos/documents have not been sent, to see why there was an error, you can scroll down to the send log to see what the error was! We will go over this in more detail in the last section of this article.
Invoice section
This section will allow you to send any Invoice items from your PPW account to the clients PPW Account!
Once the Client invoice is filled out in your PPW account, this information will display on the Send Results page.
Do note that once this is sent to the client, this information will appear on the "Contractor Invoice" in the client's PPW account!
This section works very similarly to the Bid/Completion section. You can see that the columns are the same, those being "Destination Item" and then next to that column is the "Item/Description" column, and these columns are used together!
- The "Item/Description" column is the item that was added to the bid/completion page in your PPW account
- The "Destination Item" is a drop down menu, and the items that show up in this drop down menu are the Invoice items that show on the Invoice page in the clients account
- This is because you may have slightly different verbiage on the name of the items in your PPW account vs what the client has
- In the drop down menu, you will want to choose the item that best matches the item listed in the "Item Description" column
- In the above screenshot, you can see that 2 of the items we added were named "Inspection" and "Grass Recut", it just so happens the client has those same items in their account so I choose those items in the drop down menu
- If there are no items in the drop down item that match the "Item Description", you can choose the "Other" option that is the last option in the Drop Down list
- This will send this item as an "Other" option to the client's PPW account and it will have the same name as you have it listed in the Item/Description section
- As you can see in the above screenshot, we added a "Shrub Trim" as an "Other" item in the Bid/Completion page of our PPW account, the client does not have a item that matches this, so we choose "Other" in the drop down menu
Once you have the Destination items matched to the Item/Description, you will click the "Transfer Invoice" button and, as with the other sections of PPW, there will be a transfer status:
- If no Status, it has not been sent yet
- If it says "Queued", this means it is in the process of sending the data to the client
- If it says "Synced" it means all of the data has been synced to the clients account
- If it says "Error", see the send log at the bottom of the page, which we will cover later on
Check-In section
The Check-In section is simple to use, as the check-in is sent back to the client automatically!
Once the check-in has been completed and is showing on the general info section of the order in your PPW account, it will be sent back to the client automatically!
There will be a transfer status
- If no Status, it has not been sent yet
- If it says "Queued", this means it is in the process of sending the data to the client
- If it says "Synced" it means all of the data has been synced to the clients account
- If it says "Error", see the send log at the bottom of the page, which we will cover later on
Ready for Office section
The Ready for Office section will be what lets you mark the order as Ready For Office in the client's PPW account! This way, you can send all of the data to the client using the above sections, and then click the "Mark Ready For Office" button, and the order will then be marked ready for office in the clients PPW account!
There are 2 things to VERY IMPORTAN things to note regarding this button:
- You will want to make sure ALL other sections have a status of "Synced" before you click this button, as once you click this button, it will mark the order as Ready For Office in the client's account, and you will not be able to send any more data back to the client.
- If the order is marked Ready For Office in the client's account and you still have data you need to send to the client, you will need to have the client re-open the order or put the order in a follow up status, once they do that you can re-send the data from this page
- After you do click the "Mark Ready For Office" button, you will want to monitor this to ensure it does display a "Sync Status" of "Successful"
- The client may have different requirements for marking orders as Ready For Office than you have in your PPW account. If that is the case, the Sync Status will show an "Error" and you can scroll down to the Send Log to see what the exact error is.
- Once that error is corrected, you can click the "Mark Ready For Office" button once more and as long as the requirements have been met in the client's PPW account, the order will get marked ready for office.
Send Log section
The Send Log section is, as it says, a log of what was sent, and a log of any errors that may have occurred when send the data back to the client!
If in any of the above sections you received an error message on something that was sent, you can scroll down to this section to see what the error message was.
Some of the common errors here can be:
- Work order is locked. Reason - Ready for Office
- This means that the order has been marked ready for office in the clients account, these results cannot be sent until the client re-opens the order in their PPW account
- Work order is locked. Reason - Cancelled
- This means that the order has been canceled in the client's PPW account, and results cannot be sent as the order is in a canceled status, you would need to contact the client to see why the order was canceled
- Unable to Mark Ready for Office - Form - XXXX not complete.
- This means that the PCR Form has not bee fully filled out or required photos have not been flagged in the clients account
There can be other reasons you receive an error, but the Send Log will give you more info on any errors you do receive.
If you have any questions on any errors you do receive, feel free to contact the PPW Support team at 866-790-7709 Ext 2 or at support@propertypreswizard.com and they will be happy to assist and provide more info on the error you are receiving.
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