Using the Not To Exceed (NTE) feature on Work Orders for Property Management and Vendors

This article explains how to use the Not To Exceed (NTE) feature for Work Orders in Prism. We'll cover the process from both the Property Manager (Requestor) and the Assignee/Vendor perspectives. Please review Permission Considerations if you are unsure why you don't see NTE options in Work Orders.

For Property Managers (Requestors):

1. Applying an NTE to a Work Order:

   • Open the desired Work Order.

   • Click the "Actions" dropdown in the top right corner.

   • Select "Request NTE Limit" from the options.

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2. Setting the NTE Limit:

   • In the NTE section above the Work Order Details, enter your desired NTE amount.

   • If you haven't already, select an Assignee for the Work Order.

   • Submit the NTE request.

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3. Managing an Existing NTE:

   • To cancel an NTE that hasn't been accepted by the Assignee: a. Click the "Actions" dropdown. b. Select "Cancel NTE Limit".

4. Monitoring NTE Status:

   • Check the Work History section in the right-hand panel for updates on the Assignee's decision and any notes they've added.

For Vendors (Assignees):

1. Responding to an NTE Request: When you open a Work Order with a new NTE request, you'll see options above the Work Order details:

   • Accept

   • Decline

   • Request Increase (if your group has the necessary permissions)

     • If you do not have this permission but would like to communicate this, please communicate with your Requestor directly or Decline the NTE. 
     • The Requestor has the option to Increase the NTE from the Actions Menu when Viewing a Work Order. 

2. Making Your Decision:

   • Choose one of the three options.

   • You can add a note to explain your decision if needed.

   • Your response will be recorded in the Work History section.

3. Accepting an NTE:

   • When you accept an NTE as a Vendor User or Vendor Company:
     • The system will automatically acknowledge the Work Order on your behalf.
     • The acknowledgment will be timestamped and recorded in the History field

Best Practices:

1. Use NTEs when you have a specific budget for a work order that cannot be exceeded.
2. Always provide clear communication in the notes when requesting increases or declining NTEs.
3. Regularly check the Work History for updates on NTE status and related communications.

Permission Considerations:

1. Can Request NTE (PMO Only)
2. Can Edit NTE
3. Can Request NTE Increase 
4. Can Respond NTE (Vendor Only)

By following these steps, both Property Managers and Vendors can efficiently use the NTE feature in Prism to manage work order budgets and expectations.