VPO Punch Lists Tutorial

The Punch List module is used to track any open punch list items for the project.

1. Select Punch Lists from under the Field Menu and click on +New.

   

   Note:

   There are multiple ways to look at the Punch List information with the use of views. The views available are:
   ▪ *All Punch List Items
   ▪ *Late Punch List Items
   ▪ *Open Punch List Items by BIC
   ▪ *Rejected Punch Lists

   To learn more about views, click here

2. In the PUNCH LIST Section, enter the following:

   

   IMPORTANT:

   Any field with an asterisk * is a required field and must be entered.

   ▪ Punch List Title: A descriptive title for the Punch List
   ▪ Punch List Number: This is automatically generated (1,2,3, etc.)
   ▪ Punch List Status: Select the appropriate status
   ▪ Due Date: The date the Punch List should be resolved or approved by
   ▪ Ball-in-Court: Enter the user who is responsible for this item.  When the record is saved an e-mail is sent to the Ball-in-Court.  This will occur every time the Ball-in-Court is changed.
   ▪ Cc: Enter any additional users who should be aware of this issue. When the record is saved an e-mail is sent to all listed in the Cc field. This will occur every time the Ball-in-Court is changed.

   Note:

   ▪ All BIC / Cc emails are tracked in the Email Notice Log.
   ▪ If there is no Ball-in-Court listed, users in the Cc column will not receive any notifications.
   ▪ If a user is added to the Cc column, only that user will be notified of their addition.
   ▪ If users are added as individuals and as a member of a group, they will only receive one notification email.

3. In the GENERAL Section, enter the following information:.

   

   ▪ To: Select from the drop-down who the Punch List is going to (This is populated from the Project Directory)
   ▪ From: Select from the drop-down who the Punch List is coming from (This is populated from the Project Directory)
   ▪ Punch List Type: Select the appropriate type from the drop-down
   ▪ Priority: Select the appropriate priority from the drop-down
   ▪ Initiated By: Select the user who is initiating this Punch List (This will default to the user entering the punch list but can be modified)
   ▪ Initiated Date: The date the punch list is being initiated (This will default to the current date but it can be modified)

4. Use the LINE ITEMS Section and click +New entry to enter the following information:

   

   

   IMPORTANT:

   Any field with an asterisk * is a required field and must be entered.

   ▪ Item: A descriptive title for the item
   ▪ PL Location: The location for the Punch List Item
   ▪ Description: A multi-line text field to describe the item
   ▪ $Amount: The estimated cost impact in dollars
   ▪ Due Date: The date the item is due
   ▪ Item Status: Select the appropriate status
   ▪ Comments: Comments about the item
   ▪ Photo Link: Click Choose File to upload a photo, or click Add Link to use a photo that has already been uploaded
           ▪ Choose File: Click here and you can select the appropriate picture from your PC
           ▪
           ▪ Click Open
           ▪ Once you can see the file, click Upload
           ▪
           ▪ Add Link: Use this to select a file that has already been uploaded
           ▪
           ▪ Select the appropriate picture and Click OK
           ▪

   Important:

   Only select 1 Photo per line item

5. Use the DISCUSSION Section for any discussions during the process

   

6. The REVIEW Section is used to keep track of the status of the punch list and has the following fields:

   

7. Use the ATTACHMENTS Section to add or view any attachments for the contract

   Note:

   To learn how to attach files, click here

   

   IMPORTANT:

   When finished entering information, click Save and Continue or Save and Close