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Working with Jobs

A ‘job’ represents a piece of work/task/project you are doing for a Customer.
Sales Quotes will typically be issued for the stages of the Job.

Various activities are part of a Job:

  • Workers can book time to the Job.
  • You can issue Invoices from the Job.
  • You can make purchases and associate them with the Job.
  • You can allow Workers to book various expenses to the Job.
  • You can issue further quotations for the Job.
  • The Job Document is a single repository for all of the above.

Advantages of using Jobs for your Customer related tasks:

  • Purchases and expenses booked to the Job can be seen in one place – the Job’s Booked Items table.
  • See what has been invoiced and what not.
  • Easily Invoice/Quote from the non-invoiced Line Items.
  • List all Transactional Documents associated with the Job, such as overdue and open invoices.
  • Instantly report on the Job’s Profitability, Progress, and Estimates vs Actuals figures.

NOTE:
To work with Jobs you need to enable the Job column on Transactional Documents. See Configuring Jobs.

Prerequisites


Working with Customers
Working with Transactional Documents
Working with Items

How to create a New Customer Job

This is similar to creating a new Transactional Document. See Creating new Transactions.

The new Job Document is shown below.

new-job

New Job Document

Most of the fields are self-explanatory.

  • The line items booked to the job (shown above) can only be viewed here.
  • Line Items can only be booked to a Job from Timesheets, Bills and Expense Claims.
  • Here you will see time, expenses and purchases booked to the job by various staff, in one view.

You can select a line item and drill down in the details, as shown below:

view-job

Booking Line Items to a Job

How to create a Quote for a Job

A Quote can be created for a Job in two ways:

From the Job

  • Select the Line Items you wish to Quote by selecting the tickbox.
  • Click on ‘Create Sales Quote‘ from the Actions drop-down menu.
  • A new Sales Quote will now exist containing the selected Line Items.

See Creating Related Documents.

From the Customer

  • Browse to the Customer.
  • From the Actions dropdown, select ‘New Sales Quote’.
  • Create the Sales Quote. See Creating new Transactions.
  • From the Job field, click the icon and select from the Customer’s list of Jobs.

Creating an Invoice from a Job

  • A sales invoice can be created once the Job has Booked Line Items.
  • Select which Line Items you wish to Invoice, by ticking the lines you wish to include.
  • From the Actions drop-down menu click on ‘Create Sales Invoice‘.
  • A new Sales Invoice containing the selected Line Items will be created.

See Creating related Documents.

Tracking the Invoiced Line Items

A red tickbox indicates line items that have already been invoiced.
The amount Invoiced will show in the same line, see picture below.

job-line-items

Tracking Invoiced Line Items

Tracking Job Profitability and Progress using Quick Reports

Quick Reports lets you track the Profitability, Progress and similar metrics relating to the Job.

  • The drop down ‘Quick Reports’ gives you access to these reports.
  • Select the report you require from the Quick Reports drop-down menu.
  • A popup window will open with the results, which you can print or export.

job-report-profitability

Running a Quick Report

Job Key Facts

  • Jobs represent work or projects done for your Customers.
  • Line Items can be booked to Jobs from Documents such as Expense Claims, Timesheets and Bills.
  • You can create related Documents from Jobs, such as Sales Quotes and you can also Invoice from the booked Line Items.
  • For Invoices, the Job keeps track of which Booked Line Items have been invoiced and how much has been invoiced.
  • The Job keeps track of all associated Transactions, these can be accessed easily from the ‘Transactions‘ tab.
  • At any time you can run ‘Quick Reports’ to give you real-time information about metrics such as Job Profitability and Progress.

Also Read About:


Configuring Jobs
Working with Sales Quotes
Working with Cash Sales
Working with Sales Invoices
Working with Timesheets
Working with Expense Claims
Working with Bills (Supplier Invoices)
Working with Purchase Orders
Working with Sales Opportunities
Working with Memos
Working with Classifications