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Job Record - Job Details

Job Record - Job Details​

  • Job Type: Choose here from the following options:

  • Active Job: A job is active if it can appear in reports and receive transactions.

  • Stopped Job: You can set the job to be stopped. when the job is stopped no new transactions can be added but the job can be invoiced.

  • Closed Job: A job is closed if it can only appear in reports, but cannot receive transactions.

  • Job Title: Enter here the full job name as it is to appear in reports.

  • Job Code: Each job will have a unique job code associated with it. If you try to create a job using a code that already exists, the system will alert you. When searching for a job, the viewer will allow you to search in ascending or descending order by clicking on the Job Code header. If the arrow is pointing upwards, then the jobs are presented in ascending order. To toggle between ascending and descending, simply select the Job Code header. The Job Code field will allow codes up to 16 characters in length.

  • Job Group: Job Groups can be entered here by typing a name or selecting from existing groups by clicking the button to the right of the field for a select ion or pressing F3 to bring up the same selection, and then clicking on the required group.

  • Job Manager: From the drop-down list, select the person who is responsible for the particular job.

  • Parent Job: You can select an existing Job as a parent Job. On the Parent Job you will then be able to view the financial information relating to the Parent job only or consolidated financial information relating to the parent job and all sub jobs relating to the parent job. A Parent Job may have one job or a series of jobs linking to it. Example: A construction company may set up a job for the construction of a house but then have separate jobs set up to control the building itself, the landscaping, the construction of a garage or car port and possibly the construction of a swimming pool. All these sub jobs can then be monitored individually and the combined costs can be easily monitored for the project as a whole by viewing the Parent Job.

  • Order Number: Enter the customer's order number (if they have given you one) that is specific to this job. This number, which can be up to 15 characters in length, appears in reports and invoices.

  • Started On: Enter here the date on which the job is scheduled to start. You can do this by typing in the date or by clicking the icon to the right of the field and selecting the appropriate date from the pop-up calendar.

  • Completion Due: Enter here the date on which the job is due for completion. You can do this by typing in the date or by clicking the icon to the right of the field and selecting the appropriate date from the pop-up calendar.

  • Priority: Select a priority from the drop-down list by either pressing F3 or clicking the button to the right of the field to see the selection. To add a new priority to the job, see Adding Priorities.

  • Status: Select the status of the job by either pressing F3 or clicking the button to the right of the field to see the selection. To set up a new status, see Adding Status Codes.

  • Job Stages: Here you can keep track of the different stages of a job and mark them as completed. For example, for a job called 'Painting an Office Block,' the first stage might be to strip and sand down all walls, the second stage might be to paint the first coat of paint, and so on. If you enter a number of stages, and one stage is not completed at its due date, the job is flagged as overdue and is highlighted in yellow in the main job list. This facility can be useful if you are paid in instalments at the end of every stage. You can record the following in relation to stages in order to track the progress of each stage.

  • Due Date: The date the stage is due to be completed.

  • % Complete: You can record the percentage of completion of each stage. This can be updated by editing the job on a continual basis.

  • Status: You can enter the status of each stage from the dropdown list (see Status Codes )

  • Done: When the stage is complete you can select the Check Box to indicate that the stage has been completed.

  • Job Description: The job description when entered here can be used in reports and invoices if required.

Contacts: the following information can be entered on the contacts section of the job.

  • Customer Code: Type the code of the customer that you are invoicing. Alternatively, select an existing customer by clicking the button to the right of the field or pressing F3, and then clicking on the required customer. Once the customer number is entered, the name of the customer is automatically outputted to the field below, for example, Baxter Bulk Petfood Ltd. To create a new customer account, which includes a customer code, see Setting up Customer Accounts.

  • Primary Contact: Select the primary contact for this job from the drop down list. Note: The contacts available from the drop down list are the contacts that have been set up for the customer associated with this job.

  • Secondary Contact: Select a secondary primary contact for this job from the drop down list if required.

  • Job Location: You can enter the location address of this job.

  • Email Folder: Here you can either type the Outlook folder, in which all e-mails from the job will be saved, or select a folder by clicking E-mail Folder.

  • Document Folder: All Word and Excel files relating to this job can be stored in a folder specified here. Alternatively, select from an existing folder by clicking the Document Folder button. You can view your documents in the Documents section of the job.