Jobs

Overview

The Job screen is divided into two sections. Job objects are located (and added) on the left pane of the screen, listed under each client object. Think of Job objects as branches growing off their respective client object. Depending upon your selection on the Job defaults screen, Job objects will be listed either by Job Name or Addr1.

Clicking on any Job object will open its corresponding Job form in the right pane of the Job screen. Use the Job form to create and edit job information for each client.

Fields

The Job form contains the following fields:

Job Name:	When entering a new job, we recommend choosing Job Names that are not duplicates for the same client in order to prevent confusion on the Goto menu. For example, if a client has two jobs with the name "Building A", the Goto list will display both of them as "Building A". We recommend that you distinguish the names in some fashion - the typical method is to include the lot numbers in the Job Name field.
Addr1 & Addr2:	First and second street address lines for the job. When the data is saved, @Quote Plus 32 will substitute the client's address for the job if none was specified and the Copy Client Address feature was enabled. Like the Job Name field, the Addr1 field is an option on the Goto menu. Therefore, we recommend that you do not enter duplicate addresses in the Addr1 field.
C/S/Z:	Job's city, two-letter state or province abbreviation, and zip code or Canadian postal code of up to 10 characters.
Job Type	If you are exporting invoices to an external accounting package, you will want to select the appropriate Job Type to code the sale to the correct account. Job Types can be added on the Job defaults tab.
Tax Type:	This is a user-defined list of sales tax rates by job location, which is used to calculate the tax amount for material cost calculations in reports. Click on the arrow at the right of the field and choose the appropriate location from the dropdown list. The corresponding sales tax rate will be applied. Note that you can edit this list in the Tax Rates box located on the General defaults window (or, for build number 030515 and higher, on the Sales Tax Rates grid located on the Taxes [030515] tab).
Retail:	For Retail sales, @Quote Plus 32 will add sales tax to the invoice based on the Tax Type you selected, above. Check this box if the job is a Retail sale.
Location:	The Location field is an optional field that you can use to further qualify the job. You can specify map coordinates, location codes, etc. The contents of this field print on the work order.
P.O. #:	The contents of the Purchase Order # field will print on the invoice and be sent with each invoice to whichever accounting package you are interfacing with.
Price Level:	Based upon the Price Level set on the Client form, the new job will be assigned the default price level as specified for that client. All items on the Phase form will have their prices calculated at this level when you add phases, so you should make sure you have the desired price level set prior to adding/editing phases. Note that the Price Levels can be changed for individual jobs if the user is granted this right on the Users form.
Salesperson:	This salesperson will get the credit for, and the commission from, this job. The system will assign the client's default salesperson to each new job record. This can be overridden for individual jobs if the user has been granted that privilege on the Users form.
Sales Categ:	The Sales Category field on the job form exists to classify jobs by a particular category for reports that may need to be different from the actual Job Type. They can be added or edited on the Job defaults tab.
Contacts:	This field contains a dropdown list of the contact names entered on the client's Contacts form. Use this field to designate a specific contact for the job, whose information will print on the work order.
Local Tax:	[030515] This is a user-defined list of municipality tax rates for different job locations. Click on the arrow at the right of the field and choose the appropriate location from the dropdown list. The corresponding local tax rate will be applied. In a future update, this tax rate will be shown on reports and exported to a third-party payroll package. Note that you can edit this list in the Local Employee Tax Rates box located on the Taxes defaults window.
Job #:	A new job will be automatically assigned a 10-digit internal job number. The job number is similar to, and generated the same way as, the Client # on the Client form. The job number is assigned by the system to track everything assocated with the job. You will see how to use this number later in the Retrieve Screen section of this guide.
Book Date:	This field, located below the Job # field, shows the date that this job was booked. You can run reports based on this date. This is also discussed later in the Retrieve Screen section.
Job Status:	The Job Status field is controlled by the system and displays where the current job is in the job cycle . A job's status is "New" while it is still in preparation, "Hold" after the proposal has been printed, and "Invoiced" once the final invoice has been printed. All new jobs are automatically assigned a job status of New. Note that when a job has a status of Invoiced, you may no longer make changes to any of its phases. In addition, we recommend that you do not add any new phases to a job that has been invoiced as these post-invoice phases will not be included in reports for the job. In newer [030311] versions of @Quote Plus 32, the system will not allow you to add new phases to invoiced jobs.
Status Date:	This field, located below the Job Status field, show you the date the Job Status was changed.
Completed:	The Completed date will remain blank until ALL phases of a job have been completed, at which time the job is considered completed and the date on which the last phase was completed will become the Completed date for the entire job.
Returns:	The Returns field displays the dollar amount to date of material returns from the job. Note that those quantities have been added back into your inventory. This field is only used if the Returns Method is set to Dollar or Grid.
Template Only:	Checking this box will exclude the job from being purged/deleted according to the terms of your Optimize defaults, allowing you to set up "template" jobs.
Suppress Detail:	[030304] Check this box to keep the price details (breakdown) from printing on this job's invoices. Only the total price, and unless otherwise indicated on the Invoice defaults tab, the phase subtotal will print. If you would like to suppress detail for all your jobs, you can do so on the Invoice defaults tab.

Menu

To access the Job menu box, click on the Job object, then right click. An example of this menu box is show below.

Edit:	If Edit Protection has been turned on in General defaults, you will need to use the Edit command before you can edit data on the Job form.
New Job:	This command allows you to add a new job. It will open a window that asks you to enter a new Job Name. Upon entering the Job Name, the corresponding Job form will open in the right pane in which you can enter your job information.
Copy From:	The Copy From command allows you to create new jobs from a job already on file. Simply add a new job under the desired client, right click on that new job, then select the Copy From command from the menu box. This will open the Copy From Specific Client/Job window. Locating the job you wish to copy works just like the Goto function. In the Copy From window, you can either scroll down the job list searching for the desired job, type the first few characters of the job you are searching for in the Job field to bring up the job, or use the Select button to limit the job list to a specific client. These search options are discussed in detail at Goto. Note that you can view the list of jobs by Name, Address or Job # depending on which of the radio buttons--located below the job list--you select. Once you have located the job you want to copy from, click on that job, then click OK. This will bring up a Copy Job Options window. Check the box next the option or options you wish to have copied over. The Copy Phases and Sequences option will copy all the phases and sequences from the original job to the new job. Checking the Copy Memo Fields option will copy over the Details, Directions, Special and Invoice Note memo fields. The Copy Basic Job Information option copies over basic information such as Address, Job Type, Tax Type, Location, etc. Click OK once you have made your selections. Note when copying a job, all items will be calculated at the price for the NEW job instead of the job you are copying from. This allows you to bid the same job to customers with different Price Levels without having to recalculate all the prices. However, if an item cannot be found in the inventory to obtain the latest pricing, the price from the original job will be used.
New Phase:	Similar to the New Job comand, above, this command allows you to add a new phase to the selected job.
Returns:	The Returns command will only appear if Inventory Tracking is enabled and the Return Method is set to "Dollar" or "Grid" on the Inventory defaults tab. If the Inventory default has been set to "Dollar", clicking on the Returns command will cause @Quote Plus 32 to ask for a straight dollar value for unused materials returned from a job. Enter a dollar value then click Accept. Next, click Yes when asked to "Accept this entry?" This amount will appear in the Returns field on the Job form, and will be deducted from the materials cost on the Job Cost reports. Note, however, that no changes are made to inventory quantities. If, however, the Inventory default has been set to "Grid," clicking Returns will open the Job Materials Return grid which lists all of the Items used on that job. Enter the Units returned (in tenths) of for each item then click Accept. Next, click Yes when asked to "Do you wish to process these entries?" @Quote Plus 32 will calculate the dollar value of the returned items, add that value to the Returns field on the Job form, and add those quantities to your inventory.
Refresh Jobs:	This command opens a message box which tells you how to refresh jobs.
Details:	The Details command opens a Job Details window for you to enter any special remarks about the job. The contents of the Details window will appear on the work order. A checkmark in the menu box next to the Details command indicates that information has been entered in the window. Note the Edit option at the top of the Job Details window which allows you to edit data in that window. This edit menu supports the standard Windows Undo, Cut, Copy, and Paste functions.
Directions:	The Directions command opens a window which allows you to get directions from your office--based upon the Map Start Address on the Internet/Fax defaults tab, or if that field has been left blank, your company address-- to the job site. The job site address is based upon the complete job address. It needs a street address along with the city and state or zip code in order to generate directions. If the required fields have not been entered on the Job form, you will get an Incomplete Destination Address error. Click OK, exit the Driving Directions window, enter the missing address information on the Job form, then try again. Note that you need internet access in order to take advantage of the Directions feature. We recommend a high speed connection. While dial up internet access will function, it works very slowly. Once the Diriving Directions window opens, click on the Get button to generate directions. Click Clear to remove directions that have already been generated. Click OK to accept the directions and exit the window. Directions will be printed in English; however, you can check the box next to Espanol to generate them in Spanish. Note that you can add or edit directions manually simply by clicking in the directions box and typing your changes. Directions are printed on the first page of the Work Order for each phase.
Special:	Similar to the Details command, the Special command opens a window for you to enter any special instructions to the client. These instructions will print on the top or bottom of your proposal, depending upon the selection you make on the Print on Proposal at dropdown list located on the bottom left of the window. In a future update of @Quote Plus 32, you will be able to set a default print location on the Proposal defaults tab, but for now you must select either top or bottom on the Print on Proposal at dropdown list for the Special language to print. Note that, like the Job Details window, the Special Notes on Proposal window contains an Edit menu which allows you to edit the data in that window using the standard edit functions. Once you have entered or edited the special instructions, click OK to save them.
Invoice Note:	Another memo command similar to the Details and Special commands. Enter any invoice notes that needs to go to the client in the Invoice Note window. They will print at the bottom of the invoice. As with Details and Special, the Invoice Note window contains an Edit menu. Likewise, clicking OK will save your changes and close the window.
Print:	Several Print features are currently active on the Job menu. They include Job Cost [030122], Work Order [030122] and Certificate [030117], and are discussed below.
Job Cost:	[030122] In addition to accessing Job Cost reports through the Reports menu, they can be run from the Job menu under Print -> Job Cost. Note that when running a Job Cost report from the Job menu, the retrieve screen will be bypassed and a report will be generated for the current job only.
Work Order:	[030122] In addition to accessing work orders through the File menu, they can be run from the Job menu under Print -> Work Order. Note that when running a work order from the Job menu, the retrieve screen will be bypassed, going directly to the Select Desired Phase window, listing available phases for the selected job.
Certificate:	[030117] Certificates, or builder statements, can be run from the Job menu under Print -> Certificate. A Certificate Details window will open. Use the Certificate dropdown to choose which builder's statement you want to print: CertainTeed (ct - insulsafe4.htm) or Climate Pro [030227] (jm - climate pro.htm). Note that the view for the Blow-in and Batts areas of the Certificate Details window will change depending upon the type of Certificate you select from the dropdown. Use the Show date dropdown to print the certificate using either the Job completed date or Today's date. Use the Blow-in and Batts fields to enter the insulation amounts used on the job. [030127] Note that Certificates will remember what was last entered for them on the Certificate Details window. This way they do not have to be re-input each time a reprint is needed. A sample CertainTeed certificate is provided below. See Printing for information on the Close, Print, Setup and Save buttons, Faxing for information on the Fax button, and E-mailing for information on the E-mail button.
Delete:	Allows you to delete the selected Job object. @Quote Plus 32 will ask for confirmation and delete the current object, its corresponding data and any child objects (any phases) PERMANENTLY.