Enter / Edit a Job

Navigate to the menu Jobs -> Enter/ Edit a Job.

Click the “New” button to create a new job, or if you have one already, you can edit it by clicking in the Job ID box and start typing partial characters of the customer, job description, or ID.

When entering a new job, enter the job ID (or click auto assign), Job Title, and Job Type. Enter Start Date and Due Date for the job. Then you can assign the job to the client who you will bill for this job. Choose the division (Brand) which belongs to this client and the job. You can also copy from a previous job, so that all the fields’ values can be transferred to this new job.

Click ok to continue to the Production Job details page. The items detailed above will be added to the Job Details. Enter additional details as needed.

Estimate Billing Class - Optional - select an Estimate Billing class here only if you bill on Estimates rather than actual transactions.

Job Manager - Optional - select a job manager in charge of this job. (See Employee Setup)

Client PO number - Optional - enter the client's Purchase Order number here.

Invoice Detail - Select Level of detail desired for the invoice. Options include:

• Show all Transaction Detail

• Show Class Totals Only

• Show Totals Only

• Zero Amount Invoice

Linked Exhibition - Optional - If this job is related to an Exhibition, this allows you to link the job to a specific show. If used, this will allow for a P&L report on the exhibition. See Exhibition Overview for details on how this will look on an Exhibition Overview screen.

Marketing Campaign - Optional - Link this Production Job to a Marketing Campaign. See Marketing Campaign Setup

External Project URL - Optional - If you use external 3rd party software for tracking the project, link this job to the project by entering their URL here. Click the “Go to External Project” button to Open the URL in another browser tab and utilize the capabilities of the 3rd party.

For example, Basecamp is a tool which allows you to assign tasks to employees, create schedules and so forth. This can be any 3rd party software link of your choosing.

Linked Campaign ID - See Job Link to Campaign (below)

Start Date - Estimated Start Date of the Job/Project

Due Date - Estimated Due Date of the Job

The following items are not editable and will be filled in by selecting the "Select an Option in the top right.

• Approved Date - Auto-filled when Option Approve this Job is selected

• Approved By - Auto-filled when Option Approve this Job is selected

• Closed Date - Auto-filled when Option Close this Job is selected

• Days to Close

Create and Edit Estimate

Scroll to the “Estimates” pane and create one or more estimates for the job.

Comparative Estimate

A Comparative Estimate will combine up to three Options:

Enter a short description and, if desired, a longer Estimate Description at the top. Date will default to today. Enter a revision number to keep track of revisions, if applicable.

The classes listed are the default classes and rates as set up on the Job Type Setup

Click on the red X on the line to remove any that aren't needed for this estimate. Add additional needed classes by selecting from the dropdown at the bottom of the screen and click plus to add to the estimate.

Click the button Set Estimate names to override the standard, but not so informative, labels of Estimate #1, Estimate #2 and Estimate #3.

Click the button Copy Lines from Another Estimate to save some time and copy an estimate that was created previously. By default the current job will be pre-selected, but you can change that and copy the estimate from a different job if desired.

Standard Estimate

Enter a short description and, if desired, a longer Estimate Description at the top. Date will default to today. Enter a revision number to keep track of revisions, if applicable.

The classes listed are the default classes and rates as set up on the Job Type Setup

Click on the red X on the line to remove any that aren't needed for this estimate. Add additional needed classes by selecting from the dropdown at the bottom of the screen and click plus to add to the estimate. Repeat till you have created all the estimates for this job. You can always return to edit this job and add more estimates and correct existing ones.

Click the button Copy Lines from Another Estimate to save some time and copy an estimate that was created previously. By default the current job will be pre-selected, but you can change that and copy the estimate from a different job if desired.

When finished, click on the “Save” button.

Generate / Send the Estimate

You can now email this estimate to the customer using the envelope shaped icon provided, and the system will use the template provided. (See Estimate Template for setup). If multiple estimates are being sent, user can select the checkbox on the estimate line and then click the button "Generate Selected Estimates" instead of clicking the envelope icon.

Check the names of the recipients of the estimate and click the “View/ Edit Document” tab to edit the template details. You can then click “Generate & Email” button and the estimate will arrive in the Inbox of the recipients.

You can click the “Generate PDF” button to generate a PDF report of the estimate and then mail to a snail mail recipient.

The section "Email History" will detail what estimates were sent and when (and by whom)

Approve Estimate

Once the estimates negotiations are over, select Approve from the dropdown list at the top of the screen, and enter the approver’s name. Then if you have created multiple estimates based on the back and forth negotiations with the customer, you can choose the final estimate to approve.

Scroll to the Approved Estimates pane and the system displays the estimates which you have marked as approved.

Use the expansion arrow for details display. Note the estimates of quantity, rate and final amount display. Initially the actuals and billed columns show zero values.

Attachments

Note that you can click the drop-down and choose either “Link” and enter a URL or “File” browse to select a file to attach.

This is to store any additional documents attached to this job and refer to them at any time. Click the + sign and repeat to add as many attachments as needed. You can always remove an attachment using the x icon corresponding to this attachment.

Transaction Details

Once the estimates have been approved, scroll to the transaction details to enter the actuals.

You can enter new time or new miscellaneous charges against this job. The notes you enter are viewable when you hover over the note icon.

Once you enter the number of hours, and choose the class code, the amount to charge is automatically calculated based on the previous setup.

You can also enter a miscellaneous charge, assign to a financial period, enter date of charge, and use the provided class codes from the drop-down menu.

Enter the amount to charge against the miscellaneous charge.

These amounts are reflected in the “Approved Estimates” section.

Note that when you enter a transaction, there is a naming convention to how the system creates the transaction IDs where it is a transaction with a Prefix - “I” = Internal charge, “M” = Misc. Charge, “T” = time charge.

Transactions from A/P Invoices

User can attach an invoice to the job from the A/P module. Navigate to the A/P menu Invoice Entry screen and create a new invoice for a vendor.

In the “Billable Job Costs” pane, choose the job ID you are working on, enter the Class ID and amount allocated to the invoice.

Post the A/P Invoice batch and return to the production module. Retrieve the job and this invoice displays on the job invoice pane.

Job Link to Campaign

Jobs can be linked to a campaign ID to reflect the costs and budget on the campaign from the Job. The campaign budget reflects the Job ID as well. One campaign can have multiple jobs attached to it, but a job can have only one campaign attached to it.

If you plan to link Jobs to Campaigns for P&L Analysis, as a pre-requisite, navigate to the menu Setup -> Admin -> System Parameters. Scroll to field #13 - “Campaign Expense Codes” and choose the option “Use Class Type Codes”. Save the settings.

Enter the details of a new job or edit an existing job and enter the campaign ID to link this job to in the “Linked Campaign ID”. The Linked Campaign Description is automatically defaulted in the field. Save the job. You can then proceed to add the details of this job.

Navigate to the AD module and search for the campaign to edit it. Click the node “Campaign Budget”. The screen contains the field Linked Job(s) which displays the Job ID. Note that a campaign can have more than one Job ID attached to it, but the reverse isn’t true. The Revenue, Expenses and Statement amounts in the Campaign Budget reflect the actual amounts from the Job.

Close Job

Once the job is complete and has been billed and all the work done, you can close the job. Navigate to the screen and select Close this Job from the top right dropdown.

Once you click OK, then the job is closed, and no further entry of time or charges will be allowed. (unless you go back tot he dropdown and select to re-open the job)

Generate Job Report

User can share a job report with their client by selecting "Generate a Job Report for this Job" from the dropdown menu at the top right.

Similar to an order confirmation in the Advertising module, this option will present the user with a window to select the contact person to whom the report should be sent. Optionally, additional to and cc recipients can be added as well. To made edits before sending, click the View/Edit document tab and make changes as needed.

To set up template see "Production Job Report Templates" under the Jobs menu.