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JOB MAINTENANCE Overview

The Job Maintenance Application creates and maintains detailed records pertaining to your company’s jobs (or “projects”) and their associated work orders. Work order records generally exist within the context or “umbrella” of an associated job record; an individual job can have an unlimited number of work orders but each work order must have a link to a single, corresponding job or to no job record at all. (Individual work orders can be created that are not associated to a parent job record, but once a work order has been linked to a job, their relationship must be maintained.)

Subsequently, each work order you create can have an unlimited number of specific transactions that range from the goods your company sells or rents to the various services it provides.

The program contains the following standard tab pages:

JOB TAB PAGE — Establishes information pertaining to the current job record and corresponding customer.
WORK ORDERS TAB PAGE — Lists the work orders associated to a particular job as individual line items. You can perform a variety of work-order-related functions from this page via the Work Orders submenu of the Actions Button menu or you can open an order in the WORK ORDER MAINTENANCE APPLICATION directly from this page. You can also access an order’s transactions directly from this page.
BID TAB PAGE — Lists a job’s associated bid versions as individual line items. You can open bids in the BID MAINTENANCE APPLICATION directly from this page by clicking the appropriate ID hyperlink.
TOTALS TAB PAGE — The system automatically updates the amounts on this read-only page, which helps track a variety of figures related to the current job (along with bids and project billing invoices, if applicable).
EPISODES TAB PAGE — Lists a job’s associated episodes (if applicable) as individual line items. You can access episodic work orders directly from this page.

The Episode concept gives you the ability to create unique subcategories for grouping and tracking a job’s various work orders. Traditionally, they provide a way to track all the work orders associated with a job pertaining to episodic television, but you can use them for creating any set of subcategories that make sense on a per-job basis. Episodes basically add another layer of organization between jobs and work orders.

BILLING SPILT TAB PAGE — Allows you to define default settings that will be applied to the BILLING SPILT TAB PAGE of orders created for the current job that allocate the invoicing of specific percentages or amounts (at the work order level) to two or more customers..
PROJECT BILLING TAB PAGE — Only displays if the Billing Type Field is set to Project Billing or Project Billing Tax Defer.) Allows you to manage billing over the life of a project in which billing amounts and dates do not coincide with the dates in which you actually render goods and services.
NOTES TAB — Gives you the ability to associate a wide variety of notes with each job record you create.

Note types designated with an asterisk * are available for direct viewing in the JOBS SEARCH LIST WINDOW via a Note Icon on each job line item.

Job Note* — Interchangeable with the Job Note for all associated work orders; make a change in any one location and the other locations reflect the change. Job Notes also appear with associated work orders in additional locations.
Spec Note* — Interchangeable with the Job Spec Note for all associated work orders; make a change in any one location and the other locations reflect the change. Job Spec Notes also appear with associated work orders in additional locations.
Customer Note — Establishes an internal-use-only note pertaining to the corresponding customer. Interchangeable with the default Customer Note in the corresponding customer’s profile; make a change to this note in the current job and you automatically change it in the corresponding profile and all other locations where it occurs.

NOTE

If the See Message value has been assigned to the Credit Status Field on the AGING TAB PAGE of the customer profile linked to a job, the system automatically displays the Customer Note in a pop-up message window each time the customer is added to a job or order, or when an order, bid, or job is duplicated. Also, the message will be displayed if a new job is assigned to an order or if an order is unvoided. (Refer to the Credit Status Field definition on the customer profile’s AGING TAB PAGE topic for more details.)

Customer Rate Note — Establishes an internal-use-only note pertaining to the corresponding customer’s special rates. Interchangeable with the default Customer Rate Note in the corresponding customer’s profile and in the Rate Card Window; make a change to this note in the current job and you automatically change it in the corresponding profile and all other locations where it occurs.
Media Order Note — Establishes an internal-use-only note pertaining to the corresponding customer’s media order needs. Interchangeable with the default Customer Media Order Note in the corresponding customer’s profile; make a change to this note in the current job and you automatically change it in the corresponding profile and all other locations where it occurs.
Move Note — Establishes an internal-use-only note pertaining to the corresponding customer’s movement needs. Interchangeable with the default Customer Move Note in the corresponding customer’s profile; make a change to this note in the current job and you automatically change it in the corresponding profile and all other locations where it occurs.
Shipping Note — Establishes an internal-use-only note pertaining to the corresponding customer’s shipping needs. Interchangeable with the default Customer Shipping Note in the corresponding customer’s profile; make a change to this note in the current job and you automatically change it in the corresponding profile and all other locations where it occurs.

GANTT TAB PAGE — Displays a Gantt chart based on the begin dates and end dates of the work orders listed on the Work Orders Tab Page.

NOTES

Once you create a new job record in this program, you can return to the record any time you want to view or update its information.
Reopen any job record by first locating it with the companion JOBS SEARCH LIST WINDOW.

FOREIGN CURRENCY NOTES

Jobs and work orders contain Currency Fields with drop-down lists for designating a foreign currency (different from your company’s base currency, established in the PREFERENCES – SYSTEM WINDOW).

If a particular customer has a default foreign currency designated in their CUSTOMER PROFILE, it automatically appears in the Currency Field on the Job Maintenance Application’s JOB TAB PAGE.
It also appears automatically in the Currency Field on the Work Order Maintenance Application’s Billing Areas. However…

IMPORTANT!

Even though the job currency defaults from the CUSTOMER PROFILE, you can override it at the job level; the work order currency always defaults from the corresponding job record, not the Customer Profile. You can override the Currency Field value at the work order level as well. (A user’s ability to override defaults assumes system security restrictions are not in place.)

If a job contains work orders with multiple currencies, the system always separates printed invoices according to currency.
The ORDER TRANSACTIONS WINDOW, found in the Work Order Action menu, displays amounts in the customer’s currency to the right of your company’s base currency. (The column does not appear if the customer’s currency is the same as your company’s currency.) The system bases the exchange rate on the work order’s start date. The system selects the most recently added exchange rate prior to that date when it examines the associated rate values in the CURRENCIES SETUP WINDOW.

ADMINISTRATIVE NOTE

The system normally performs a check when you close a job to ensure that all related work orders are posted. However, if your company doesn’t use the Job Management Module (and accesses the Job Maintenance Application from another module, such as Scheduling, etc.) the system bypasses this check.