Main Tab

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You can create a job by:

• Entering details on this form, or
• Using Job Templates. Press F5 while on a empty form or by click the New icon on the toolbar, or
• Copying an existing job by clicking the Copy icon on the toolbar.

Click the Create sub job button on the right side of the form to create a job inheriting the properties of a selected parent.

If you use the template or copy feature, details pre-populate the new job. You can change those details before saving the job.

Code/Name

Enter a unique code to represent the job, up to 20 characters.

If the JC Module Control option Allow Job Code Auto Generate is selected, Greentree Desktop creates a job code if you choose not to enter one before saving the new job. You can enter a job name up to 50 characters.

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

Date

The default value is today's date when you create a job. It represents the date the job was created. If the Create Date on the Additional tab is altered, it updates here.

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, and also provides security as 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 of the selected profit centre.

Value

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

Estimates Exist

This option is selected if there are JC Job Estimates set up for the selected job.

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 the code, alpha, or name from a list of customers 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 Additional tab of the Job Cost Maintenance form.

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, enabling you 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 of the address. You can use this information to output to a customised invoice report.

Site Address/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 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 the 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. You can also use it to filter enquiries on 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 an employee is added on the Additional tab and assigned as a job manager.

Note: Inactive employees do not appear in the Job Manager list. Inactive employees do 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 on 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.

Is Project

Select this option if the job is a project job, which is made up of sub-jobs. You can track costs and margins at a project level.

If a job is a project, it cannot have a parent job assigned to it. The hierarchy displayed on the right side of the maintenance form represents projects and sub-jobs if this option is selected.

Retentions Apply

Select this option to apply retentions to the job. Clicking this option also enables the Retentions tab on this form.

Next rtn. due

This option is enabled if you select the Retentions Apply option.

This is date on which the next retention claim is due.

Parent Job

If the job you are creating is a component of a larger job or a project job, you can assign a parent job code. Greentree Desktop creates a job hierarchy you can use to summarise job costs and revenues at either a sub-job or parent job level.

Note: You cannot assign a parent job to a job that is a project. If you select a parent job and click the Create sub job button, Greentree Desktop creates a sub job that inherits the properties of the selected parent. In this case, the parent job code updates to this field for the new sub job.

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 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 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 are used by the current company. For new jobs, this defaults from the Job Cost Module Control defaults 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 on the Job Cost Module Control form.

You can select this option for a job that already has transactions entered, provided 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 is cleared and transactions will no longer respect any work centre plan, but an activity group becomes mandatory.

Note: Editing of existing transactions must respect whatever the current setting is - the work centre plan or the activity group.

Work centre plan

If you select the Work Centre Plan option, it replaces the Activity Group field. For a new job, and when selecting to use work centre plans 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 work centre plan of the template. You can select from the list of active work centre plans in the company.

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 have been 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 the Work Centre form of this job.

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

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.

Note: This field are not enabled if the job has a no-charge charge type.

Job Summary

This sub tab displays a summary of the job balances, including retentions (if the Retentions apply option is selected). If the job is a parent or a project, you can select an option to include sub jobs which enables you to view consolidated balances. The last job invoice number and date also displays.

This section works with the JC Module Control Minimum margin % option. If you enter a minimum margin percentage (not equal to 0.00), the margin percentage and value display based if the job margin is:

• Below the minimum margin percentage, the margin percentage and value display in red.
• Equal to or greater than the minimum margin percentage, the margin percentage and value display in blue.

Note: You can drill down on sales, receipts, costs, and hours values to see additional detail with regard to how each value is made up.

Customer Balances

This sub tab displays current balances of the primary job customer.

Job Hierarchy

The job hierarchy displays on the top right side of the Job Maintenance form. Job hierarchies are created when you create sub-jobs and assign them to a parent job, or when a job is identified as a project. You might need this control if an organisation or division owns the project, but resources are deployed from different profit centres with their own responsibility for managing costs in their area.

You can set up separate sub-jobs for each department to represent their area of input. You can capture costs and revenues at the sub-job level and summarise them at the parent job level to analyse overall project's costs.

Note: If your organisation requires only simple job structures, you don't need to set up hierarchies — for example, if a single job and profit centre can capture all activity for the project or job.

When you select a job to view or edit, the hierarchy displays if the job is either a parent or a sub-job. The selected job is highlighted in the hierarchy. You can view any job in the hierarchy by double clicking the job in the hierarchy.

Job hierarchies work with this function:

• Job totals (displayed on this form) can be summarised at the sub-job level, or at the parent or project level.
• Job invoices can be prepared at a sub-level, or at the parent or project level.
• Job management reports, which can output information using the sub-level or the parent or project level.

Transaction entry can be restricted to the selection of project jobs (and related sub-jobs) only.

Intrastat/EC Sales

For Intrastat and EC Sales reporting, you must have the correct country set up for the Job's Profit centre and Customer.

• Sales Split
• User Preferences
• AR Customer Delivery Details
• JC Charge Type Maintenance
• JC Selling Price Hierarchies

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