Main Tab

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Code/Name

Enter or select a unique code to represent the job, up to 20 characters. If the option Allow Job Code Auto Generate is selected on the Job Cost Module Control form, Greentree Desktop creates a job code if you choose not to enter one before saving the new job.

You can enter a name up to 50 characters.

Note: If projects are in use, jobs display in the dropdown list using the rules outlined on the Transaction Entry for Projects form.

Profit Centre

Select the profit centre that the job belongs to, using either its code or its description. This determines general ledger updates for job transactions if account wildcards are used. Only users who have access to this profit centre can process transactions for the job.

You can also use job profit centres as a filter to output information to Job Cost Management reports and the View Jobs function.

Branch

This defaults, in read-only format, to the branch for the selected profit centre.

Value

Enter the total expected or quoted value of the job. This is for reference only.

Customer Detail

Code/Alpha/Name

Enter the code, alpha, or name of the customer who is invoiced for the work carried out on the job. You can select from a list of customers who have been set up on the AR Customer Maintenance form.

If the job customer is new, click the New Customer button to open the AR Customer Maintenance form. Set up the new customer on that form. If more than customer is billed for the job, you must select the Multiple Customer option on the Job Additional tab.

Note: Once a proforma, invoice, or credit is processed for this job or customer, you cannot change it.

You can use the job customer as a filter to output information to the Job Cost Management reports to report on jobs for a specific customer or a range of customers.

Delivery Address/Contact

If the selected customer has one or more delivery addresses set up on the AR Customer Delivery Details form, you can select an address from this list. The delivery contact defaults, in read-only format, to the contact associated with the address. You can use this information to output to a customised invoice report.

Site Contact

Click the Site Address button to add details about the job site address. The Site Address Information form displays.

Enter the site's physical address and contact details. When you save the details and if a site contact name was entered, it defaults in read-only format to the Site Contact field.

Billing Address

If the customer has more than one address, click this button to scroll through the addresses. Select the one to appear on the invoice as the billing address for the selected customer.

Note: When the billing address prints on the job invoice, it is formatted using the options selected on the Country Maintenance form, using the country assigned to the address.

Job Number Generation

Range From/To

From and to number ranges can be alphanumeric and up to 10 characters. When this template is selected to create a job, Greentree Desktop creates the job code based on this range, and the last code that was used. The Next Number field updates as you add job codes, to reflect the next number used when this template is applied. You can also enter a Prefix and a Suffix to apply to job codes, although this is not mandatory.

Both the prefix and this suffix can be up to 13 alphanumeric characters. This feature is useful if you are want to create sub-jobs, or a range of jobs that have something in common. The assignment of a prefix and/or a suffix enables these jobs to be easily identified for analysis or reporting.

Note: Job codes are generated from template ranges if the JC Module Control auto-code option At Job Template Level is selected. Otherwise, Greentree Desktop generates codes based on the range defined on the Job Cost Module Control form.

Job Details

Status

Select a code to represent the status of the job. These are set up on the JC Status Maintenance form. You can use job status as a filter to output information to the Job Cost Management reports, enabling you to report on jobs associated with a specific status, or a range of statuses. It can also be used to filter enquiries in the View Jobs form.

Job Manager

Select the employee responsible for managing the job. You can only select employees who have been set up on the JC Employee Maintenance form as a manager. You can use the job manager as a filter to output information to the Job Cost Management reports and report on jobs for a specific manager, or a range of managers.

This field updates if you add an employee on the Additional tab and assign the employee as a job manager.

Note: Inactive employees do not appear in the Job Manager list. However, inactive employees appear in the list of existing jobs.

Account Manager

Select the employee responsible for managing the job accounts. You can only select employees who have been set up on the JC Employee Maintenance form as a manager. This field is for reference only.

Note: This field updates if an employee is added using the Additional tab and assigned as account manager.

Type

Select a code to represent the type of job you are setting up. You can use the job type as a filter to output information to the Job Cost Management reports to report on jobs of a specific type, or a range of types.

Price book

You must assign a price book to the job to determine selling prices for job transaction invoice lines. Greentree Desktop works through a hierarchy when determining a selling price. When you assign a price book to a job, the job updates to the list of Assigned Jobs on the JC Price Book Maintenance form.

Charge Type

Select the charge type for the job. The charge type determines how (or if) invoices are generated for the job. You can use the charge type as a filter to output information to Job Cost Management reports and the View Jobs function.

If the charge type selected is a Plant type, you can also select an activity code to use as the default when entering a plant charge for the job. A plant charge type is assigned if the job represents a plant item (for example, a truck or piece of equipment) used by other jobs so that a use of plant item cost is incurred against those jobs.

Note: You can change this for a job only if no JC AR invoices have been processed for the job.

Plant activity

This field is enabled if a Plant Item charge type is selected. Use it to determine the default activity code used when entering a plant charge for the job.

Claim Schedule

This field is enabled if a schedule-based charge type is selected. Select the schedule that applies to the invoicing of the job, from one previously set up on the JC Claim Schedule Maintenance form. You can use the schedule as a filter to output information to the Job Cost Management reports.

Use work centre plan

This is enabled if Advanced Job Cost Work Centre Plans is used in the current company. For new jobs, this defaults from the Job Cost Module Control option Use Work Centre Plan on Job. If the job is created from a template, the defaults are taken from the template setting.

If you select this option, you must select a work centre plan for the job. The default value is the work centre plan set up in Job Cost Module Control.

You can select this option for a job that already has transactions entered if the work centres on the existing transactions are posting levels on the plan you assign. If not, an error message displays.

You can deselect this option before finalising the job. If deselected, the work centre plan clears and transactions longer respect any work centre plan. An activity group becomes mandatory.

Work centre plan

If you select this option, it replaces the Activity Group field. For a new job, and when selecting work centre plan on an existing job, this defaults to the work centre plan set up on the Job Cost Module Control form. For a job created from a template, this defaults to the template's work centre plan. You can select from a list of the company's active work centre plans.

You can change the work centre plan if:

• All work centres on this job that have been posted against are available for posting in the selected work centre plan, and
• All work centres that have estimates against them on this job are available in the selected work centre plan. This includes all estimates, not just the current one.
• The job has not been allocated to an eTimesheets work breakdown structure. You can't allocate jobs that are assigned to a work centre plan to an eTimesheets work breakdown structure. If you allocate a job to a work breakdown structure, you cannot assign it to a work centre plan.

If the work centre plan is changed on an existing job, the fixed assets that are set up to post depreciation to the job are checked. If any of the assets that are set up with an activity code and work centre combination that is not valid for the new work centre plan, a warning displays. On a job that has fixed assets set up to post depreciation to it, you can view the fixed asset details on the Fixed Assets tab of Work Centres form for this job.

When you select the Work Centre Plan option, the activity group is redundant for future transactions. When you enter cost line transactions for the job, they must now respect the work centre plan settings.

You cannot select an inactive plan on a new job. You cannot change an existing job to use it. If a job is assigned a particular plan which is then set to inactive, changing something else on the job does not prevent the job being saved. You can enter data into jobs with inactive work centre plans.

Retentions Apply

Select this option to enable users to create jobs to which retentions apply. When you create a job based on this template, the Retentions tab on the Job Maintenance form is enabled.

Selecting this option also enables the Retentions tab on the Template Maintenance form.

Activity Group

If the job does not use a work centre plan, you must select an activity code group. This controls which activity codes you can be select when entering transactions for the job. If an activity code does not belong to the group assigned here, you cannot select it when you enter a transaction.

Invoice Format

Select the invoice report format to use when hot printing invoices from the JC AR Invoice Entry form. You can use a pre-defined system format, or design your own invoice report format.

• Retentions Tab
• JC Module Control
• Job Cost Management Reports
• Country Maintenance
• Additional Tab
• View Jobs

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