Field Definitions: PM Punch Lists Form

The following is a list of field descriptions for the PM Punch Lists form. Many of the descriptions include links to other topics that provide additional information about or related to the topic.

Project

Enter the project that the punch list applies to or press F4 to select one from a list.

 

PM Punch Lists

Punch List

Create a new punch list

There are several ways to create a new punch list using this field:

  • Enter a '+' and then press TAB. The system will create a new punch list and automatically assign it the next available punch list number.
  • Move the cursor to any field in the upper portion of the form and click the New Record icon () at the top of the form. The system will populate the Punch List field with the next available number. Press TAB to accept the default and the new punch list is created.
  • Enter a punch list number that has not been assigned and the system will automatically create a new punch list.
Note: The system will ignore alphanumeric numbers when determining the next number to assign.

Select an existing punch list

Enter the punch list number or press F4 to select the punch list from a list.

PM Punch Lists

Description

Enter a description of the punch list. The description can be up to 30 characters long.

 

PM Punch Lists

Date

Enter the date of this punch list.

Date field shortcuts

T or t Set the date to the current date.
MMDD

Four digit month and day

 Enter a four digit month and date (MMDD) and the system will automatically add the current year.
+ The system will automatically set the date to tomorrow.
+5 The system will automatically set the date to 5 days in the future.

You can actually enter any value after the +, for example you can enter +7 to set the date to next week.
- The system will automatically set the date to the previous day.
-5 The system will automatically set the date to 5 days in the past.

Just like with +, you can enter any value after the -, for example you can enter -7 to set the date to the previous week.

 

PM Punch Lists

Document Type

Use this field to categorize the punch list that you are creating. Press F4 to select a document type from a list.

Document types are created and maintained using the PM Document Types form. Click here for more information on document types.

Required when using 'Send with Transmittal'

If you select > Send with transmittal, a document type must be selected in this field.

Click here for an overview of the Create & Send feature.

PM Punch Lists

Printing Options

Indicate how this punch list should be sorted when printing.

  • Responsible Firm – Select this option if you want to sort and print by responsible firm.

  • Due Date – Select this option if you want to sort and print by due date.

  • Location – Select this option if you want to sort and print by location.

This option is for use with custom reports. It is not used on any standard Viewpoint reports.

 

PM Punch Lists

Sent To Firm

Enter the firm that should receive the document(s) generated using the Create and Send feature or press F4 to select a firm from a list.

Click here for an overview of the Create and Send feature.

Drag and Drop

To drag and drop firms/contacts to the distribution grid, double-click the Distribution tab (label) or select View > Project Firms List. This displays the Project Firm Contacts list. You can then select a firm/contact and drag it to the grid.

Note: If you manually add a firm/contact to the grid that is not set up for the project, upon saving the record, the system displays a message indicating the firm/contact does not exist in PM Firms and gives you the option to add the firm/contact. Select Yes to add the firm/contact to the distribution list and to PM Firms. Select No to add the firm/contact to the distribution grid only.

Distribution defaults

When creating a new record, the Distribution tab will automatically populate with any PM firm contact set up as a distribution default.

For example, if a contact at an architecture firm should receive a copy of all drawing logs of document type 'ARCH', you can use the distribution default feature to set up that contact as a default for 'ARCH' documents. When drawing logs of that type are created, that contact will automatically populate on the Distribution tab.

Click here for more information on distribution defaults.

Using the sort name

Tip: The sort name can be used instead of the firm number when selecting firms in PM module forms. Generally the sort name is the first several letters of the firm name. 
For example when creating a subcontract in the PM Subcontracts form for 'Bryan Electrical', you can enter the sort name 'bryan' in the Vendor field instead of the firm number '10042'. The sort name of a firm is set up using the Sort Name field on the PM Firms form.

Create and Send - Overview

PM Punch Lists

Sent To Contact

Enter the contact that should receive the document(s) generated using the Create and Send feature, or press F4 to select one from a list. Only contacts associated with the firm selected in the Sent To Firm field can be selected.

Contacts are associated with firms using PM Firm Contacts .

Distribution defaults

When creating a new record, the Distribution tab will automatically populate with any PM firm contact set up as a distribution default.

For example, if a contact at an architecture firm should receive a copy of all drawing logs of document type 'ARCH', you can use the distribution default feature to set up that contact as a default for 'ARCH' documents. When drawing logs of that type are created, that contact will automatically populate on the Distribution tab.

Click here for more information on distribution defaults.

Create and Send - Overview

PM Punch Lists

Send

Check this box if the contact should receive communications generated using the Create and Send feature.

When this box is not checked, the contact can be manually added to a Create and Send email but they will not automatically populate in the To, Cc, or Bcc fields on the Message tab of the PM Send Documents form.

Click here for an overview of the Create and Send feature.

If a communication has already been sent

If this contact was added to an email generated using the Create and Send feature, this box will be checked.

Create and Send - Overview

PM Punch Lists

Preferred Method

Use this field to select which type of communication should be sent to the contact when using the Create and Send feature. This field defaults based on the preferred method set up using PM Firm Contacts.

  • M -Print — Print a hard copy of the generated PDF document(s). When this option is selected, the contact will not receive a copy of the email body text.
  • E -Email — Send the generated PDF document(s) using email. The email address of the contact is pulled from the Email field on the Info tab of the PM Firm Contacts form. F -Fax — Send the generated PDF document(s) suing fax. The system will use the fax number set up on the PM Firm Contacts form.
    Note: This option requires that you have a fax server set up in the Fax Server Name field on the Info tab of PM Company Parameters .

Create and Send - Overview

PM Punch Lists

Send Type

Select how the contact should be added to the communication generated from the Create and Send feature: To, Cc, Bcc.

When a communication is created using the Create and Send feature (), the contact will automatically be added using the selection in this field.

Click here for an overview of the Create and Send feature.

If a communication has already been sent

If an email generated using the Create and Send feature has already been sent to the contact, this field will display how the contact was included on the last communication.

For example if the contact was added to an email in the To field on the PM Send Documents form, To will display in this field. When a new email is created using the Create and Send form, the contact will automatically populate in the To field.

Create and Send - Overview

PM Punch Lists

Date Signed

Enter the date the contact signed the document.

Date field shortcuts

T or t Set the date to the current date.
MMDD

Four digit month and day

 Enter a four digit month and date (MMDD) and the system will automatically add the current year.
+ The system will automatically set the date to tomorrow.
+5 The system will automatically set the date to 5 days in the future.

You can actually enter any value after the +, for example you can enter +7 to set the date to next week.
- The system will automatically set the date to the previous day.
-5 The system will automatically set the date to 5 days in the past.

Just like with +, you can enter any value after the -, for example you can enter -7 to set the date to the previous week.

 

 

Create and Send - Overview

PM Punch Lists

Notes

Enter any notes that relate to this contact. You can double click in the field if you need more space to enter information.

Add a Standard Note

Standard notes allow you to insert frequently used text into some fields in the application. This text is created and maintained using the HQ Standard Note form.

To insert a standard note into the field, right click the mouse while focus is in the field and select Standard Notes from the shortcut menu, which opens the Standard Note Copy window. Then enter the standard note to copy (or select from F4 lookup) and click OK. The system inserts the selected note into the field.

Spelling Check

Click the Spelling icon on the toolbar or select Tools > Spelling to spell check the text in this field.

Create and Send - Overview

PM Punch Lists

Item

This field is used to identify each unique item on the punch list.

Create a new item

There are several ways to create a new item on a punch list:

  • Enter a '+' and then press TAB and the system will automatically assign the new item the next available number.

  • Move the cursor to the lower portion of the form and click the New Record icon (). The field will populate with 'NEW'. Press TAB and the system will automatically assign the new punch list item the next available number.

  • Enter a punch list item number that has not been assigned. The punch list item number can be between 1 and 32,767.

     

PM Punch Lists

Description

Enter a description of the punch list item. The description can be up to 30 characters long.

 

PM Punch Lists

Due Date

Specify the date this item is due to be completed.

Date field shortcuts

T or t Set the date to the current date.
MMDD

Four digit month and day

 Enter a four digit month and date (MMDD) and the system will automatically add the current year.
+ The system will automatically set the date to tomorrow.
+5 The system will automatically set the date to 5 days in the future.

You can actually enter any value after the +, for example you can enter +7 to set the date to next week.
- The system will automatically set the date to the previous day.
-5 The system will automatically set the date to 5 days in the past.

Just like with +, you can enter any value after the -, for example you can enter -7 to set the date to the previous week.

PM Punch Lists

Finish Date

Specify the date this item was actually completed.

Date field shortcuts

T or t Set the date to the current date.
MMDD

Four digit month and day

 Enter a four digit month and date (MMDD) and the system will automatically add the current year.
+ The system will automatically set the date to tomorrow.
+5 The system will automatically set the date to 5 days in the future.

You can actually enter any value after the +, for example you can enter +7 to set the date to next week.
- The system will automatically set the date to the previous day.
-5 The system will automatically set the date to 5 days in the past.

Just like with +, you can enter any value after the -, for example you can enter -7 to set the date to the previous week.

 

PM Punch Lists

Location

Enter the location that applies to the punch list or press F4 to select it from a list.

Locations are created and maintained using the PM Project Locations form.

PM Punch Lists

Responsible Firm

Enter the firm responsible for completing this item or press F4 to select it from a list. Firms are created and maintained using the PM Firms form.

Tip: The sort name can be used instead of the firm number when selecting firms in PM module forms. Generally the sort name is the first several letters of the firm name. 
For example when creating a subcontract in the PM Subcontracts form for 'Bryan Electrical', you can enter the sort name 'bryan' in the Vendorfield instead of the firm number '10042'. The sort name of a firm is set up using the Sort Name field on the PM Firms form.

PM Punch Lists

Is This Item Billable?

Check this box if this punch list item is billable. When this box is checked, the Billable Firm field is enabled.

Leave this box unchecked if this punch list item is not billable.

PM Punch Lists

Billable Firm

If this punch list item is billable, enter a firm number or press F4 to select a firm from a list. Firms are created and maintained using the PM Firms form.

This field is only enabled when the Is this Item Billable box is checked.

Using the sort name

Tip: The sort name can be used instead of the firm number when selecting firms in PM module forms. Generally the sort name is the first several letters of the firm name. 
For example when creating a subcontract in the PM Subcontracts form for 'Bryan Electrical', you can enter the sort name 'bryan' in the Vendor field instead of the firm number '10042'. The sort name of a firm is set up using the Sort Name field on the PM Firms form.

PM Punch Lists

Detail Exists

Display only, indicating whether detail exists for this punch list item. If one or more detail lines exist for the punch list item (Lines tab), displays as checked; otherwise, displays as unchecked.

 

PM Punch Lists

Line

This field identifies each unique line that is associated with the punch list item.

To create a new line, enter a ‘+’ in this field and the system will automatically select the next sequential number.

 

PM Punch Lists

Description

Enter a description of the item line. The description can be up to 30 characters long.

 

PM Punch Lists

Location

Enter the location that applies to the item line or press F4 to select one from a list.

Locations are created and maintained using the PM Project Locations form.

 

PM Punch Lists

Responsible Firm

Enter the firm responsible for completing the item line or press F4 to select it from a list.

Tip: The sort name can be used instead of the firm number when selecting firms in PM module forms. Generally the sort name is the first several letters of the firm name. 
For example when creating a subcontract in the PM Subcontracts form for 'Bryan Electrical', you can enter the sort name 'bryan' in the Vendor field instead of the firm number '10042'. The sort name of a firm is set up using the Sort Name field on the PM Firms form.

PM Punch Lists

Due Date

Enter the date the item line should be completed.

Date field shortcuts

T or t Set the date to the current date.
MMDD

Four digit month and day

 Enter a four digit month and date (MMDD) and the system will automatically add the current year.
+ The system will automatically set the date to tomorrow.
+5 The system will automatically set the date to 5 days in the future.

You can actually enter any value after the +, for example you can enter +7 to set the date to next week.
-

The system will automatically set the date to the previous day.
-5 The system will automatically set the date to 5 days in the past.

Just like with +, you can enter any value after the -, for example you can enter -7 to set the date to the previous week.

PM Punch Lists

Finish Date

Enter the date the item line was actually completed.

Date field shortcuts

T or t Set the date to the current date.
MMDD

Four digit month and day

 Enter a four digit month and date (MMDD) and the system will automatically add the current year.
+ The system will automatically set the date to tomorrow.
+5 The system will automatically set the date to 5 days in the future.

You can actually enter any value after the +, for example you can enter +7 to set the date to next week.
- The system will automatically set the date to the previous day.
-5 The system will automatically set the date to 5 days in the past.

Just like with +, you can enter any value after the -, for example you can enter -7 to set the date to the previous week.

 

PM Punch Lists