AppFolio Tutorials - Ep. 20 Maintenance (Part 2)

Hello everyone, and welcome back to APM Help Academy. In this video, we continue our maintenance journey, focusing on unit turns, projects, and purchase orders.

1. Unit Turns

Unit turns begin automatically when a move-out is started for a unit.

Key Features of Unit Turns:

• Provides a hub to manage move-out tasks and post-move-out work
• Displays:
  • Unit
  • Move-out date
  • Unit availability date
  • Target turnaround date

Editing Unit Turn Details:

• Click Edit to update:
  • Unit availability date
  • Reference
  • Notes
• Other items (appliances, paint, floors, carpets, housekeeping, keys/locks) are tied to work orders

Creating Work Orders from Unit Turns:

1. Click Create Work Order for each task
2. Assign a maintenance tech or vendor
3. Tech completes work, sends invoice
4. Upload invoice, create a bill, and pay vendor
5. After all tasks are completed, mark each item Done
6. Finally, click Mark as Completed for the unit turn

2. Projects

Projects help track large property-related expenses, e.g.,:

• Construction
• HVAC
• Roofing
• Flooring
• Painting

Creating a Project:

1. Click Add Project
2. Enter:
   • Project name
   • Property
   • Start and projected end dates
3. Click Save

Project Management Features:

• Assign budget per cost category (e.g., flooring, roofing)
• Track actuals vs. budget
• Assign projects to specific units for multi-unit properties
• Once complete, click Mark Project as Completed

3. Purchase Orders

Purchase orders (POs) track asset or inventory purchases and help maintain audit records.

Creating a Purchase Order:

1. Click New Purchase Order
2. Enter:
   • Vendor
   • Related project or work order (optional)
   • Shipping address
   • Vendor instructions
   • Invoice number
   • Required by date

Item Details:

• Description
• Property
• Unit (if applicable)
• GL account

3. Click Save

Purchase Order Management:

• Update PO with tasks:
  • Mark as Ordered
  • Mark as Fully Received
  • Mark as Completed once all items are received and paid
• Cancel PO if no longer needed
• Track emails, notes, and attachments via the audit log

This concludes Part 2 of All Things Maintenance in AppFolio.

Next, in Part 3, we will cover:

• Inventory management
• Fixed assets

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