User's Guide

Main Jobs Module Window

Contents

Create a New Job

  1. Click the New Job button.

  2. The New Job dialog will appear.

    To create a new job that is not linked to a particular customer, leave the 'No customer' option ticked.

    To register a new customer for the job, enter the customer's details. 'New customer' will get ticked automatically.

    and

    To select an existing customer for the job, click 'Click to select an existing customer...', enter the words that the sought customer's details must include and select the customer from the drop-down list.

    Then you will be able to make changes to the customer's details if required.

  3. Click 'Next >>' to move to the next screen.

  4. On the 'Site Address' screen enter the site address and/or the job name. Also, you can enter a job description, start and finish dates and the current status.

    Press 'Next >>' to go to the next screen.

  5. Select a template for the new job. Templates define initial items, Estimate Template, retention rate and default mark-ups.

  6. Select the default Estimate Template. An Estimate Template is a skeleton of an estimate with rates. You will be able to pull items from the template while editing your estimate.

  7. Enter the retention rate for progress claims.

  8. Enter markup for each type of resource, such as labour or material. These margins are added to the rates used in the job estimate when quotes, invoices and progress claims are generated for customers.

  9. Click 'Create'. The new job will be added to the list on the left-hand side.

Search Jobs

  1. Enter the words to search jobs for. In order for a job to appear in the search results, each word must be found either in the job details or in the job customer's details. As you type the text, the jobs matching the condition will be displayed below the search box.

  2. Click the job you are interested in. The job details will be displayed on the right-hand side.

  3. To use an extended set of search criteria, click 'Advanced Filter'.

    Enter search criteria. The job list will be updated as you change the filter.

    Click 'Close' to return back to the simple job search mode.

Edit Job Details

  1. To edit job details, click 'Edit' in the 'Job Details' section.

  2. Make changes as required and then save them.

Edit the Job Customer

  1. To edit the job customer, click 'Edit' in the 'Job Customer' section.

  2. Make changes as required and then save them.

Generate a Quote

  1. To generate a quote for the customer, click 'Quote' in the 'Commands' section.

  2. A quote based on the job estimate will be displayed in the Report Viewer, where you can also change the design of the quote. Please note that the profit margins configured for the job will be added to the rates entered in the estimate.

    You can configure the logo and sales tax in the My Business Module.

  3. The system automatically generates a number for the quote. Enter a different quote number if required.

  4. By default, the quote is issued with the current date. You can change the date if necessary.

Generate an Invoice

  1. To generate an invoice for the customer, click 'Invoice' in the 'Commands' section.

    The invoice generation is similar to the quote.

Tracking Job Progress

  1. To mark a job as started, click 'Start Job' in the 'Commands' section.

    The job status will be changed to 'In progress' and the start date will be set to today's date.

  2. To mark the job as completed, click 'Complete Job' in the 'Commands' section.

    The job status will be changed to 'Complete' and the completion date will be set to today's date.

  3. In addition to the above commands, the job progress information can be changed manually by editing the job details.

Shopping List

  1. To print out a shopping list for a job, click 'Shopping List' in the 'Commands' section.

  2. The shopping list report will be displayed on a separate web page.

    Items defined in the estimate are reflected differently in the shopping list depending on whether they are associated with an item template.

    • If an estimate item is not linked to a template, the estimate item itself with its rate is included in the shopping list as it is.

    • If an estimate item is linked to a template, the template rate is used instead in the report. The quantity in the report will still be the estimate item quantity.

    • If an estimate item is linked to a template with a composite rate, the templates making up the composite rate are included in the report individually. The system calculates quantity for each item template based on the source estimate item quantity.

      For instance, if there is an estimate item with the quantity 8 m2 pointing at a composite rate 'Painting (oil)' that calculates as 'Paint oil-based' * 0.3l + 'Painting labour' * 0.2h per m2, there will be the 'Paint oil-based' line in the 'Material' section of the report with the quantity 2.4l and the 'Painting labour' line with the quantity 1.6h in the 'Labour' section.

    Unlike customer quotes and invoices, when a shopping list is generated, the mark-up is not added to the rates.

Save a Job as a Template

To create a new job template based on the job, click 'Save as Template' in the 'Commands' section.

The system will open the Job Templates page and prompt to confirm the parameters of the new template.

Delete a Job

  1. To delete a job, click 'Delete' in the 'Commands' section.

  2. Confirm the job deletion.