Contractors - WebTMA 5

Path: Material > Vendors / Identity Tab–Contractor Subtab

Contractor records are set up using the Vendors window. The records contain information about persons or businesses outside your organization that are contracted to perform work. Contractors can also be vendors or manufacturers if appropriate to your organization. This document considers records created for contractors only. The Vendors window contains information about the contractor, such as address, contact person, and telephone number.

The Vendors / Contracts Tab shows a list of all the contracts signed with the contractor as well as information about the starting and ending contract dates, total contract value, and other contract data.

The Vendor / Task Type Tab is used to add any task types that apply to work performed by the contractor. Work performed by the contractor is limited to the Task Types listed on this window. Settings on this window are also useful when a contractor is not linked to an existing contract.

The Repair Center Tab determines the repair centers that will be allowed to see the contractor in WebTMA.

The Cost Tab is a read-only display of dollars paid to the Contractor for different time periods.

Contractor Login

Path: Material > Vendors / Identity Tab–Contractor Subtab

If you want to grant WebTMA login permission to a contractor, first create the contractor record from Material > Vendors, and then go to Admin > User Management > Records to create a User record for the Contractor. Select the contractor and assign a Role of Contractor before you complete the User window.

The instructions for adding a User record apply to adding a Contractor. The instructions and definitions are found in the System Administrator Help document or by using Help > Search.

The limited contractor login allows a view of MyPage where the WebTMA System Administrator can set up a list of the contractor's work orders and access to some of the work order windows.

Login permissions are the same whether you use manual entry of the login information or whether you use the LDAP option and select the contractor from your list of LDAP authenticated users. Since contractors are not part of your organization, they might not be in the LDAP list.

The contractor can add comments or note any safety issues using the Work Order / Results Tab. In addition, the Work Order / Costs Tab is enabled for entry of hours and costs.

When you create a work order, be sure to select a Contract # on the Add Task popup window. If a Contract # is not selected, the work order is assigned to the contractor, but none of the costs roll up to the contract itself.

How to Add Contractor Records

Path: Material > Vendors / Identity Tab

Even though only two fields are required to save a contractor record, it is advisable to complete as much of the information as possible.

With the Vendors window open:

1. Click Add on the WebTMA toolbar.
2. Click the Contractor check box at the top of the window.
3. Type the Code and Name of the contractor.
4. Type or select the contractor Type.
5. Complete elective fields that are applicable.
6. Click the Repair Centers Tab to add affiliated codes.
7. Click Save on the WebTMA toolbar.

Contractors Address Tab

Path: Material > Vendors / Address Tab

Use this window to add numerous address and contact lines. This gives you the freedom to have both national and regional information as well as local addresses and personal contacts.

On the Address Tab:

1. Click Edit on the WebTMA Tab.
2. Click the Add Item link at the top of the grid.
3. Complete the required Address Line 1 and Address Category fields. Type your own text in the Address Category to help identify addresses such as those used frequently.
4. Add other contact information as needed.
5. Click the Save button on the Address Entry popup window.
6. Click Save on the WebTMA toolbar.

Use the Save & Add or Save & Clone options if you want to add more addresses.

Contractors Task Type Tab

Path: Material > Vendors / Task Type Tab

The Vendor / Task Type Tab is used to add any tasks that apply to work performed by the contractor. Work performed by the contractor is limited to the Task Types listed on this window. Settings on this window are also useful when a contractor is not linked to an existing contract.

In Edit mode:

1. Click the Add Item link at the top of the grid.
2. Select the Task Types on the Task Type Entry popup. Reminder: It is advisable to use Task Types created for Contracts/Contractors.
3. Click the Save button on the popup.
4. Click Save on the WebTMA toolbar.