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1. Activate an Option There are 2 ways to proceed with an option and these can be accessed by right clicking on the Option line in the Options tab where you will see the following selections Page 10 Infomation Estimates Options Information 2 Variations Job Progress Costs Revenue Allowances Postings Orders Assoc Files Audit Job Details LES MAC G RENO ROOMS Option No Description Amount Ex Amount Inc Comment Creation Date Added To Est Add 1 Option Tm Video aa 000 00 15 400 00 Convert to Variation Include in Estimates Copy Options from Job e Include in Estimates select this to include in the current Estimates tab A tick will then appear in the Added to Est field and you will find you can no longer access the Option in that tab to make any further changes as that Option has been fully integrated into the Esti mates for that Job and is no longer available as an Option e Convert to a Variation select this to include as a Variation to the original Estimate At this point you will be able to set up Contract Revenue Details for these option additions you can add as many lines as needed to this section At tick will also be added in the Options tab to confirm that it has been Added to Var AF Contract Revenue Detail 1 option 2 deposit 325 00 2 option 2 final 2 000 00 e Contract Total ex 2 825 00 Copying Options This selection will allow you to copy the Options from
2. e Quan Estimated shows the details direct from the Job Set up screen e Quan On PO shows any items currently on order for this job e Quan Supp d shows any items that have already been supplied against this job e Total on PO Supp d shows a total of the On PO Supp d columns e Quan this is where the new purchase Order quantity is entered You can manually enter an amount or double click in the field to accept the value in the Quan Estimated field e Rate Ex the value listed against the items relate the values listed inthe original Job Esti mate Note these will not necessarily be the same as the purchase rates in the Inventory module as special quotes may have been obtained specificially for the job e Comment you can manually add comments into this field if required e Preferred Supplier this data is autofilled from the original Job set up if details were entered e Select All you can choose to auto fill the Quan field with the Quan Estimated figure e Unselect All click this button to remove the Quan values that have been entered Adding Extra stock If needed at this time you can add further items to the Purchase Order that were not included in the Estimated stock list Simply click back on the Stock tab on the Stock Order screen see below and select the item you require Note any items added to this Purchase Order WILL be allocated to the selected Job so normal stock items for the warehouse should be ordere
3. ing as required Retention e 1 amp 2 There is provision for 2 entries for Retention and fields to record the Percentage Date amp Type of retention Where retention s are a requirement of the job s contract enter these details here these details will be recorded against bills raised for this job e Cap Enter a maximum percentage this is the total retention on all Invoices is limited to Contract Retention Cap i e the retention capping for the entire job Job Set up Cost Tab Cost overheads are generally calculated at a system level using the mark up rates which are set at a Job Supply debtor level and via the SYSTEM SETTINGS JOBS SCREEN If the job you are setting up has non standard overhead rates enter these percentages within the Job Setup Costs tab You can enter oncost percentages for Supplier Non Stock items and Labour as well as on costs per employee class for labour expenses from payroll Enter a percentage for casual and part time full time all of which are defined by the employee or overtime The system needs to be capable of determining the pay types from the payrun that fall into the appropriate employee class defined then broken down into casual and part time fullt ime all of which aredefined by the employee or overtime as defined by the pay type setup which are determined by the relevant fields on the PAYROLL PAy TYPES screen Page 25 The Base Pay option should b
4. Stock purchase orders for jobs are entered in a similar way to standard stock orders through the INVENTORY STOCK PURCHASE ORDER screen All items within a job stock purchase order will be recorded as an expense for the job They can either be delivered directly to the jobs site or received in to your warehouse and then dispatched to the job In either case items are flagged for use within the job selected and are not available for use in general inventory Note Purchase Orders lodged using this format must relate purely for each individual Section with a Job Each Sections requirements will need a separate Purchase Order To create an order in the Stock Purchase Order screen there are 3 critical steps e You must have already set up the details of the Job in the Job Set up Estimates tab e You must change the PO Type in the Stock Purchase Order screen to JOB e You must then click on the JoB button on the right to move to the next screen i Stock Order stack Purchase Order Batch Quantity Search Test DSRNOS25 Purchase and Sell per EACH _ Code Deseription InStockjOn Order Required Re Order Branch Bar Cod OBRNOS25 25 Nylon round unit 1000 ji CONTRACT 3 Order OBRAOS40 1 005240 Mylon round uri 100 CONTRACT 0714158 Fibre cement villaboard GMM 40 CONTRACT a Auto Order 0730786 Plasterboard cement 10101 cor CONTRACT 0730891 Plasterboard tool 10698 brdknte CONTRACT ay Suto 0730914 Plasterboa
5. click Invoice or e PREVIEW To preview these charges click Preview do not close down this screen yet as further changes that may be required Do amp Charge Credit Notes In order for all Costings to be captured correctly it is essential that you pass Credits through the Job Invoicing screen The same procedure is followed as per entering an invoice however the figures need to be entered as a Negative amount or percentage Once this is done you will also need to manually reconcile the credit note against the invoice in the Debtors Credit notes for Do and Charge jobs is done through the DEBTORS CREDIT NOTE FROM INVOICE screen To do this 1 Select the debtor of the job invoice to be credited key in debtor code or double click to search 2 Enter information about the credit note e Enter the credit note date e Select the branch company of the invoice to be credited Page 62 3 Click the SELECT button 4 Select the entries to be credited e Ifthe entire invoice is to be credited double click on the invoice reference in the top grid or e Ifselected lines are to be credited identify those lines and either enter the quantity to be credited in the CRN QUAN field lower grid or double click in the CRN QUAN field to credit the entire line on this invoice 5 Check that the credit total in BLUE is correct and press the POST button Page 63 CREATING JOB PURCHASE ORDERS Stock Purchase Orders
6. Click this button to update all the prices Hold CTRL key down to refresh sum mary job info only no price refresh e Add Click this button to add a quote template or job details to this job e O Quan Click this button to set stock line quantities for all sections to zero R Click this button to get totals for the current section e Multi Select Turn on Multi Select to copy paste and delete records these buttons will then become active e Stock Est Q Click this button to launch the stock estimate quantity interface Contract Jobs Entering Contract Pricing Once you have entered estimate information for your contract job you should enter the total contract price on the front tab of the Job Setup screen View the summary contract information by clicking the ORIG CONTRACT button Page 31 Job Markup Lab EstQuan 466 50 LabEsts er 7i400 2697 3518847 MatEss steel 2657 sasn Total 39380 31 50 001 18 Markup 26 97 Margin 21 24 Contract Amount Ex 450 000 00 Contract Amount Ine 55 000 00 Profit Amount 10 615 69 X Cancel You can also enter the description lines for revenue and a revenue amount or percentage must total the final contract amount for each of these lines by clicking the CONTRACT DETAILS button The lines that you enter within this grid will show in the Invoicing screen as well as on Contract Invoices that you create Contract Revenue Detail
7. Pasi coy Ll Labor ji PATI 10 Lajia a i PAYEE iij Labas Patel E TARL LEE II Lihme H E PAYE TES MPSA PAROS AE Lol Labor i Tri PAELLA DEE HOPE ROA PEE ES OZ LO Labor F Pare FERATA Aa Dii bibs Hran PAELLA DEE HOPE HOLE LV LO Lebo PTE Cal aa gd Al HOLA Dii Laba Heard Tria PATEL Era chard A aeg Pe 3 In the lower half of the screen double click on the Charge tick box for lines you want to include as a cost in this invoice 4 Adjust information to be shown on the invoice in columns Page 60 e Description e Comment e Revenue Rate Amount 5 Choose the level of Grouping in the bottom panel of the form it should default correctly based on the customer setup SEOs DESCRIPTION TYPE None no grouping each labour and material item will show as it s own line on the invoice Job A single billing line will show totaling all labour and materials Labour amp ji A single billing line will show for labour anda single billing line for materials Materials Labour amp Materials JA single billing line will show for labour and each material line will show individually oF A single billing line will show for each Job section that has costs with the description as per the section description Lab Name A single summarised billing line will show for each employee Pay Type combination PT from the payroll with the quan of hours being the sum of hours for that person for that pay type eg No
8. UT S a Detail Lines Authority Works 2 500 00 300 00 2 Mains reticulation 4 terminations 5 300 00 5636 00 3 Labour Normal Time 39 000 00 4 680 00 4 Labour Design 1 500 00 50 00 5 Labour Overheads 500 00 50 00 6 Materials Panels and Detectors 1 200 00 144 00 _ Section Ratio Contract Total ex 50 000 00 Contract Jobs Creating And Approving Variations Once a contract job has commended signified by having the Start Date filled in the job s estimations and contract price cannot be changed Any adjustments must be done by creating a Variation instead Variations can exist in either a Pending Approved Non Approved or Cancelled status e Pending Create a variation as pending if you are quoting for this variation but are still awaiting approval from either the client or from within your organisation This variation Page 32 cannot have costs posted to it and it will not appear in the billing screen until approved or set as non approved e Approved Create or set a variation to approve if the client has agreed to and agreed to pay for this adjustment to the original contract The charge for this variation will appear in your billing screen and works can be charged to it e Non Approved Create or set a variation to non approved if additional works need to be completed for a contract but cannot be charged to the client eg where you need to rectify a problem or where
9. an omission was made in your original estimate that cannot be on charged to the client This variation will not appear in the billing screen but works can be charged to it e Cancelled From the Variations tab if a pending variation is rejected either by the client or from within your organisation mark this as Cancelled This will not appear in reports and cannot have works charged to it The status of a variation can be updated through the Variations tab See the Approving a Variation section below for further details Creating a Variation Variations can be created in a Pending Approved or Non Approved state To create a Job Variation in the Job Setup screen 1 Select the job you need to enter the variation to and click on the ESTIMATES tab 2 Choose New Variation in the Alteration Type options 3 In Variation Details drop down box select Pending Approved or Non Approved see above for an explanation of each of these types 4 Enter a description of the variation this will appear on reports I Job Setup kamiti Estenaler Information 2 Waniations Costs Favara Mwanza Porting Purchase Onder Auda Sol Dady h Chet Labs Tiana Persie Desenpion Adora Dataponis EstHr Vas His Hia to Date Hea to Compl Eat Costs Costa To Date HZ fi at HI 00 20 00 5 Hapni mal Dela 0 00 5 Choose Section number that the variation relates to Page 33 6 In deta
10. another job into a new job e Open a Job that needs the Options e Click on the Options tab and select using the pop up screen choose the job you wish to copy e Select the Job that you wish to copy and go to the Options tab e Select one or multiple Options from this screen using the shift key to select multiple lines and these will then be added to the new Job e Note these are only imported as Options and will need to be Activated manually Page 11 Reports for Options Go to Reports Joss JOB ESTIMATES OPTIONS Page 12 JOB SECTIONS Menu option JOBS File Maintenance gt lt gt Section A function exists to provide specific headings that can be used when quoting estimating a job It allows you to group items together under one banner where the individual items are entered and then the total value of that section is shown as a summary total EA Job Section File Maintenance ole Je _ Section No Deseription_ O Ato Create DC Auto Create Con 1 Authority Works E 2 Inslab amp underground works 3 Cable trays amp supports 4 Switchboard SCF amp TOB s 5 Mains reticulation amp terminations 6 Earthing amp metering Cabling A Electrical accessories 9 Cable ducts 10 Light fittings amp plug in equipment 11 Exit amp emergency lighting 12 Lighting control 13 UPS amp motor control 14 Communications 15 MATY 16 Security 17 Intercom 18 COTY 19 Nurzecall 20 Fire detection 21 Public address 22 A
11. as described below Up to 10 revenue levels may be defined to be used throughout the system Labour on Jobs There are seven tiers of Labour Pricing 1 markup or figure per award or employee at a job level 2 markup or figure per award or employee at a debtor level 3 markup or figure per award or employee at a company level defined against the rel evant JOBSUPPLY debtor 4 Flat markup or S figure for all labour charged out at a Job Level 5 Flat markup or S figure for all labour at a debtor level i e the debtor associated with the job 6 Flat markup or figure for all labour at a company level defined against the relevant JOBSUPPLY debtor 7 Flat markup or S figure for all labour at a system level Page 46 To determine the revenue amount of the job posting for labour the system will start at the first level and work its way through the options until it finds an option where the information is defined for usage The following outlines how to setup each of the seven pricing tiers In each case the Revenue level is determined by the number of revenue levels specified in the system and the Description of that level eg Level 1 is usually normal time with a weight factor of 1 determined by the payroll file maintenance pay types form weight column and no tick for overtime Level 2 is usually 1 5 time with the overtime ticked etc The overtime tick maps to the Hourly Typ
12. be accounted for in every business in order to achieve a True cost Direct On Costs will include e Superannuation e Public Holidays e Annual Leave e Personal Leave e Long Service Leave e School Days e Payroll Tax e Work Cover Overheads may include e Administration staff e Costs of running the office electricity rates etc In order to determine exactly what these hidden costs are it is necessary to work through your current business costs to work out a figure for On Costs As an indication in 2013 the average On Cost figure for payroll for standard businesses is approximately 30 This means that while you may have paid out 100 00 for labour on a job it has actually cost you 130 00 by the time you have allowed for the rest of your cost items listed above In terms of Payroll when an employee goes on holidays the cost of that would not be attributed to aJob while he is away However the business still needs to pay him as he has accrued the leave time working on Jobs up to that point The same applies to Public Holidays etc if they are not actually working then you cannot allocate to aJob The costs of this accrual and payment contribute to the hidden costs that need to be factored into your On Costs through the Jobs module Accrivia can provide assistance to clients who wish to track their costs correctly and have processes in place within the Jobs module to collate this data Once the details of exa
13. can attach as many files as you like in each folder Example from Jobs showing a list of any Job in the system that has Associated Files attached Ji Working Phil ui Assoc Files JOB gt sw Fy Search JOB Organize Open Burn New folder sir ee N mi Name Date modified Type ME Desktop de 10139 7 11 2013 11 30 AM File folder ll Downloads Ji 10150 5 11 2013 5 20 PM File folder Click on each job to see details of the files contained within Example of the individual files for Job 10139 les JOB 10139 pw ye Search 10139 Organize Burn New folder a Favorites i Mame Date modified Type Desktop iF PURCHASE ORDER 987456 7 11 2013 11 29 AM Microsoft Word D Downloads cay QUOTE repair Tractor 111 2013 11 30 AM Microsoft Word D Dropbox gt Thumbs 7141 2013 11 29 AM Data Base File E Recent Places E Tractor Job 10139 7 11 2013 11 22 AM JPEG image Changing File Names Details of Associated Files are stored on your server as discussed It is crucial that the file names are not changed on the server as this will effectively sever the link in the relevant module While the original file name will still exist in the module Assoc Files tab it will no longer have a valid link to a recognised file Page 29 CONTRACT JOBS JOB SET UP ESTIMATES TAB Determine the estimated job costs through the Estimates tab The Job is separated out into Sections and specific Stock Items can then be added to this secti
14. it s reasonable that the jobs they ve worked on in the past when that leave was accrued are updated with the costs associated with the leave However this isn t logically possible nor feasible to do at the time they take the leave how can it be determined So the only method to ensure the job the person worked on is costed accordingly is to allocate the cost of the accrual TO THE JOB AS THE ACCRUAL OCCURS Then when the leave is taken we don t include a job number at all as we ve already allocated the costs previously Page 16 It should be noted therefore that the costs to the job including on costs as per above will exceed the direct labour costs in the payroll or General Ledger as we ve allocated the future costs to the business in advance These costs are for example the balance of annual leave accrued but not taken the future costs of work cover and payroll tax that will be incurred the Superannuation that will be paid at the end of the month etc By setting the On Cost percentages in the system settings you will effectively be accruing the extra costs relating to your business against every dollar spent on that job based on the direct labour costs incurred at the time Overhead Logic Given the most consistent costs flowing to the job are labour and the volume of labour is often a great indicator in terms of ratios of other costs overheads can be applied to jobs in a similar fashion though you have the
15. option of a based or S based application based is for every 1 of direct labour applied to the job allocate X in additional costs to cover overheads whereas the S based approach is for every hour of direct labour applied to the job allocate an amount of X S also Reconciling The On cost Rates And Overhead Rates Periodically an audit should be done to ensure the rates for both on costs and overheads are accurate This is best done by running the job costing reports and for a given period noting the total oncost amount and overhead amounts posted Then run the other appropriate cost based report for the organisation to use for comparison For Oncosts this would include the payroll department employee reports and adding up all pay types not allocated with a Job Number like annual leave sick leave etc and also noting the other costs from the General Ledger Profit and Loss report or Trial Balance report associated with labour like super payroll tax etc Making an allowance for any unpaid leave accruals in that same period these amounts should equate For overheads note from the same reports General Ledger Trial Balance or Profit and Loss report other costs not directly associated with labour rent electricity wage costs for admin staff etc and compare this back to the overheads amount from the job postings report For further assistance with the On Cost amp Overhead process please contact You
16. 0 degreshd sweep bend 4 MEPE Fraineath protective cover 2 ZSSF zinapa 3 PROLEST supply authontylasons 1 O6RNO525 5 25 Nylon round unit 1000 400 2 QHNLEEST 3754215475 meterpaneltonlg 1 0730786 Plasterboard cement 10101 cornice DIY 2 0714158 Fibre cement villaboard GMM 400364 100 4 4 5 5 5 7 Z 1 1 bh t D000000000000 500 00 AS 500 00 2 12RU CAB 12RU CAB 600x600x300 12RU FIP Ca LABOURO H EST LABOUR OVERHEAD RECOVERY ES 1 12RU CAB 12RU CAB 600x600x300 12 U FIP Cal mb b o o NOON Select All UnSelect All X Cancel af Purchase Order Features to note on this screen e Any item listed in the Estimates tab as Non Stock Items and therefore cannot be ordered will still show on this screen to ensure full disclosure of all items These items will always show with a line through each column e Items showing in RED in the Quan Estimated field indicate where the original Estimate has already been exceeded e You can elect to see only the specific Section you are working with by using the FILTER BY SEC TION NO function simply type in the required number e Section No if no filters are used this column will show the relevant Section number for each stock Code e Order this is purely a reference to the order of the stock items in the original estimate no action is needed for this column e Stock Code amp Description details of each item are autofilled from the Job Set up screen Page 65
17. 4 367 99 Other Costs Incurred 57 395 80 45 027 81 Default Supplier Ce Retention 0 00 0 00 Create Date 02 05 1998 Quoted Date iy Quoted By Quote Accepted EX Start Date ieee Expected Completion Date Pee MODEL H4 00 L5 6 Machine No 60 Warranty Job s Warranty Auth Ho Mode Job Criteria f Job Mode f Active f Quote Mode C NorActive Commercial Do and Charge Single Joblny Construction Closing a Job Menu option JOBS E Close Job Progress m Preview Print When all of the above details have been confirmed and a completion date has been entered you can close the Job Open Joss CLOSE Review the list of Jobs in the system that are eligible to be Closed Place a tick in the Select field can do multiple Jobs if required Click ok e w P B Page 43 No Description AA 1228 Unit Renovation Note the same procedure applies for any Do amp Charge JObs with the one difference being that you will not necessarily have a value entered in the Original Contract field so this area does not need to be taken into account but you must still make sure the Charges Payments amp Purchase Orders etc have been entered and match Re Open a Job Menu option JOBS Re Open Should there be a need to re open a Job ie Further charges need to be entered or maybe you closed the wrong job in error you can use this function to bring the details back into the current s
18. 5197 00 iwa 0 00 ina 50 00 914 Daya On Order 50 00 rota 187 00 Credit uma 10 000 00 ita Contract pg d Costs 40 594 860 00 Charged 0 00 9 lewd Costs 13 030 59 Coats Encurred 13 000 97 WTP 13 030 99 5 00 0 00 50 00 iye Total Ex 0 00 3 The bottom grid will show the base contract amount and any variations that have been approved 4 Under This Claim enter amount or to be charged or credited Page 57 If entering an invoice enter a positive amount or percentage Ifthisis a credit enter a negative amount or percentage 5 Press PROFORMA to create a Proforma Invoice equivalent to a quote or INVOICE to create a Debtor Invoice for this job To invoice a Proforma Invoice once it is approved come back into the Jobs Invoice screen select the Job Number and it will automatically load the amounts previously entered Once a Proforma Invoice is created you must apply or cancel this to be able to start another invoice i e you cannot have two proforma invoices created for the same job at the same time View a Proforma Invoice Once a Proforma has been created you view the details via the Reports module Note this is a read only function and changes cannot be made from this area e Goto Reports Debtors Debt Docket tab e Click on Proforma Ship Inv Current e Fillin the relevant details to view either al
19. 9 ACCRIVIA JOBS USER MANUAL Last Manual Update 15 04 2014 PO Box 911 Warrnambool Vic 3280 e Ph 03 5562 0700 e Fax 03 5562 0400 e Email support accrivia com au TABLE OF CONTENTS JOOS USER Manual ai cos cide Gout tec e AAA EA AA 1 Tabia IA 2 JOBS OVENI CW ia NI A A 6 Jobs System Settings EIA 8 Jobs Options Tab ices oaaao aana aoaaa ida oe aspen aah ante ets ol hashes Sanrio mela 9 Using the Options function 2wmmmwmnwwmn mwm oaa Laa oaa oaao wanna 9 Adda NOW OPTION a ein te aed eee se eee eee 9 Options Wad skews e reece eee 10 EGICING aN OPTION a do 10 PCV ate a ODON ii AA IAA 10 COPYIN SODIO EA sated eo eae octane lod dias 11 REPOS TO OPIO NS ctrl a dt AA AA AAA 12 A A A IA AA 13 On Costs amp Overheads iii A AA Ain 15 Om Costa lculatON IA Lale laa ae a dea ll elite ciel estas 16 On Costs pt i 16 Overnedd loti AA es Be MAA e o ete cs a 17 Reconciling the on cost rates and overhead rates 17 JODS A AA AA AA AA AA AA AA AA AA 18 Costs Over Ride per Employee 22mme2 mme 18 Costs Materials seggre scsi cli tetris e KIKALI UE WA 18 Costs Non Stock Materials w wemememeno 19 Finding Creating and Configuring Jobs 20 Create a New Job Summary ne 20 Create
20. BER FLOOR 5 WeaLLS TRUSSES 4121 00 b FRAMING TIMBERS 1811234 01 0 00 1 454 90 1 0 00 112 64 93 _ SubsectionNo Desenption Cort 1 Shai 0 00 2 Garage LE 3 Paths d Labra Lime Stock Code Descraplion Qt Total Amount Wan ation Option Ho Cost Comment 1 15016 1600816 1 STEEL BE 5 453 45 1 19 33 2 BANDSAW By arcs aves E 82 400 00 1 40000 Add a New Option Selecting this allows you to enter a Description in the Option Details field and once you press your Tab button you will see that both the COMMIT amp CANCEL are activated This will then allow you to click on any line in the Section grid and Subsection grid if applicable to enter any stock items to your Options these will appear in the bottom grid Once all stock has been added then click the COMMIT button which will then produce the standard Job Markup screen that you would expect to see when adding Variance or Contract amounts The difference is that in this instance you do not have a Contract button because you do not have a Contract Layout to go with Options this is purely a financial amount You can however enter percentages etc as normal in the Markup screen Click SAVE Page 9 Options Tab You can now Click on the Options tab to see the entry you have just made The screen is split into two grids Blob Setup infomation Eptmele Upon Indoernations 2 Variations Job Progress Costa Reverse Allowances Postings Orders As
21. Charge By EMPLOYEE YAJA Employees Clear All Records 5 5 Flat markup or figure for all labour at a debtor level i e the debtor associated with the job Ifthe rates for Labour are a flat rate or for the debtor for all jobs associated with that debtor then these are set up in the DEBTOR FILE MAINTENANCE DEBTOR JoB REVENUE DETAILS screen i Debtor File Maintenance Details Options Contact Details Op Notes Notes Posted Notes Totals Directors Delivery Pricing Postings Job Revenue Defaults Project Builders Resource Assoc Files Debtor ABC CO PTY LTD Revenue GL Acct Grouping D E v Biling Desc Copy from Job Non Stock Materials Markup Grp on Docket Nof Copy from Debtor Materials Labour Charges Standard Labour Charges Normal Time Time 1 2 Double Time A4 Noon Shift Night Shift Charge By EMPLOYEE v YH Add All Employees Clear All Records Employee Employee Name Hourly Cost Normal Time Normal Time Time 1 2 Time 1 2 Double Time Double Time A Noon Shift 4 Noon Shift Night Shift Night Shift 6 Flat markup or figure for all labour at a company level defined against the relevant JOBSUPPLY debtor Ifthe rates for Labour are a flat rate or at a company level ie All debtors get charged at a set rate or Yo then this is setup in DEBTOR FILE MAINTENANCE DEBTOR JOBSUPPLY Job Revenue Details scree
22. GS Full details of the setting options for the Jobs module can be can found in the Accrivia Systems Manual the settings chosen here will determine how your system processes Jobs Related Topics For details relating to the Jobs System Settings please refer to the Accrivia System Manual Page 8 JOBS OPTIONS TAB The Options tab with the Job Setup screen is a specialised User Defined feature andis not commonly used in most industries The feature would need to be turned on by Your Accrivia Support Team in order to function Reports for Jobs you will need to activate the relevant report in User Access in the Jobs menu see the Job Estimates Report Group and ensure the Options report at the bottom of the screen has a YES next to it Save Close and Restart Accrivia to activate this change Using The Options Function Once the Option function is activated you will notice there are 2 new Alteration Types on the Job Setup Estimates tab New Option amp Existing Option GP job Setup Information Estemsbes Optone Information 2 Vawistions Job Progress Costs Rewers Alloweances Postings Orders Asoc Files Audi Job Delas 465 MAC G RENO ROOMS Alte shor Type Option Detak 2 af Come 0 a ds Section No Hame Est His Var Hrs His to Date His to Compl Est Coste Var Costa Coats To Date Cost To Compl 1 PRELIMINARIES 633 40 2 SETUP SITE JOB 1 271 70 12330 31COMCHE TE 00000 A 4 TIM
23. H Bit amp A Information Estimates Information 2 Variations Job Progress Costs Revenue Allowances Postings Purchase Orders Assoc Files Audit Job Ho DS En Image Control Alt Jab No PO K lists Paaerees Description Demoville University Client Code CENTRO Work Desc Demoville University Branch ADMIN Y Address Demo Road Supervisor Code fae University Buildings Scheduling fp ae AN Contact BASON Financial Position Phone 0355620700 0000 Jrig Contract 4 50 000 00 Ino GSTI 55 000 00 PO Number WA Amended edEx 25 000 00 Ines 92750000 Cust Rep Ma elec Paid 3 760 00 Ohe ttst lt CS si s S Costs Incurred 4 472 91 ee 1 287 09 Default Supplier Retention ht WIP gan Create Date jee Quoted Date 11 340722072 Quoted By IS Quote 4ccepted ie Start Date a1 2012013 Expected Completion Date ae Practical Completion Date ioe Practical Completion Date 2 EXA Made 3q mob Criteria Job Mode f Active Preview E C Quote Mode C NonActive Ey Print Commercial Do and Charge Single Job Ine Construction GB To Quote Copy Notes If the Debtor Client Code who is to be billed for the job does not yet exist first you will need to set the debtor up or have someone authorised to do so handle the task via the DEBTOR FILE MAINTENANCE DEBTOR Page 20 Ensure that this debtor has the Job Update tick enabled in the Options Other tab and the Do amp Ch Default is tic
24. INANCIAL POSITION section compare the values in the fol lowing fields e The figures in ORIGINAL CONTRACT or the Amended field is variations occurred e The figures in CHARGED INVOICED e The figures in PAID The 3 fields listed above must all match in order to ensure that the prices that were originally quoted match the amount that has been charged to the customer and further to that that the customer has Paid for the invoices charged 2 Before completing check the Purchase Order tab of the Job Setup and confirm that there are no Purchase Orders still in the system that have yet to be received into stock any items showing on this tab must either be entered into stock or deleted if no longer applicable to ensure that all expenses have been recorded accurately 3 Itis also critical that you have entered a date into the PRACTICAL COMPLETION DATE field so that the system knows the job is considered complete Page 42 4 Job Setup Information Estimates Information 2 Variations Job Progress Costs Revenue Allowances Postings Orders Assoc Files Audit Job Nal 60 se Image Control Alt Job No GOOSADISFIP O Description HYSTERH4 00 L 42662 2 Client Code Work Desc Pe Department MBDOL e Address Na Supervisor Code Pe Pe Scheduling Pe J Contact PO Financial Position Phone Orig Contract 14 367 99 Inc GST 15 504 73 PO Number AmendedEx 14 367 99 IncGST 15 804 79 CutRepNof praged 14 367 99 1
25. Progress to see the variety of these reports may require you to activate the selection through User Access Page 55 JOBS BATCH INVOICING The Batch invoice menu should be used for any jobs where the works are to be billed exactly as per the charge lines with the grouping invoice presentation as per the debtor setup This menu is also used to finalise any Internal Jobs so no further work orders can be added to them As per image below the Batch invoicing screen image below has a bullet for Internal and Customer Charges works and the Invoice button switches labelling depending upon the mode 19 Batch Invoicing for Jobs Department MELE Date EEM Debtor Show Zero Amounts 717 15 LT 10013 MELB l E don 530 40 04 10014 MELE jar 454 62 645 46 DO Total Invoiced Ex 0 00 Pr Iw More X cancel Wy Invoice Select the appropriate Department Branch Add the date required Add your Initials Make the selection to see either Internal orders or Customer Charges Te Ye YL P You can further narrow the search results by electing to select a specific Debtor Code if required 6 Select which of the available jobs are now ready to be invoiced You can use the SELECT ALL button if applicable or simply double click in the BILL field to place a tick in the box 7 Choose DESELECT ALL if you have ticked them in error then select the correct lines as applic
26. Setup fo lle Information Estimates Information 2 Variations Job Progress Costs Revenue Allowances Postings Orders assoc Files Audit Job Details 7768 Demoville University Purchase Orders Creditor Branch Date ETA ETD Reference Comment Status _ Batch Ref AM hd 02062009 LECKYS ELECTR PRODUCT 31 08 2006 14325 lal Stock Code This PO Powerpoint 1 gang 104 10 Delivery Address 1 4 lid _ LNo_ Stock Code SectionNojQuan J Rate Rate ExGST Amount Discount VolDisc Disc Lvl gt Job Set up Audit Tab When certain actions are performed for a job particularly the addition or approval of variations an entry is automatically added to the audit tab to track when and by whom these were completed This tab is not editable it is for information purposes only Page 40 MAINTAINING JOBS Update Job information A job can be updated by going to the Job Setup screen and adjusting their details Depending on the status of the job quoted started completed you may be limited in the information you can update To update job information 1 Select the job you want to update and modify the required details 2 Ifall details are correct then click LY lr save the new details Click EA cancel these changes Moving to a different record or closing the screen will also save your changes Depending on how your system is configured you may be notified that there are changes and ask if you wa
27. The value of the variation will now appear in the Pending Works Variation box Related Topics See Approving a Variation below Approving a Variation To approve a variation go to Variations tab on the Job Setup screen and click on e Approved where the variation has been agreed upon by both parties e Non Approved where the variation needs to be done but the client will not pay e Cancelled the Variation will not be completed Page 35 DO 8 CHARGE JOB SET UP ALLOWANCE TAB TYPES YA Job Setup pe p feel Information Estimates Information 2l Variations Job Progress Costs Revenue Allowances Revenue Postings Postings Orders Assoc Files Audit Job Details 7768 Demoville University _ Allowance Period Hours Needed Amount Status PT Group Code CRIE TIME WEEKLY 1 5 DAD FARES NO CAREB WEEKLY 21 17 550 DAD If Site Allowances apply to this job click on the A owance tab on the top of the form and complete the grid as follows most fields have drop down options available e Allowance select the appropriate Allowance Note these Pay Types are set up in Pay roll Relevant types must be set up first before they can be selected in this screen e Period of payment select which period this allowance relates to eg weekly monthly etc e Hours needed on site to qualify manually type the correct figure e Amount enter the value to be charged e Status values if applicable no
28. User who needs to be advised when this step is complete usually the next person in the progress line Page 52 Email settings in FILE USER PREFERENCES will alert the system who to send a notification of completion 11 Completed Date actual completed date is entered here it is this field that actually triggers an email of completion 12 Completed By When a completed date is entered this field is automatically filled based on the User name of terminal 13 Completed DT When a completed date is entered this field is automatically filled based on the Date and Time on the terminal The CLEAR ALL LINE button at the bottom of the screen will delete all entries made Copy A Previous Job Progress Chart Once a Progress chart has been established it would be very common to usethe same procedure for a new Job customer While a new Job Number would be established to track details for the new job the actual procedure can simply be copied instead of entering all over again Programming has been established to retain the logical time progressions between each step which means that once you have entered a new Expected Start Date for the new Job the system will automatically generate all the other dates based on your established times It is critical that a Start Date be entered onto the front Information tab for the Copy process to work correctly See below Page 53 i File Job Creditors Debtors Payroll Inventor
29. a New Job Detailed Steps 2mmmmmm umeme mume 21 Job S et up niormavion Tab IA ace scent be ee ee tees 22 JOD Setup NGOLMatiONn AI dd ai stas 25 Jop Setup COST WA AA IIIA 25 Jobs Variations Tab wm wamama manana namana nanunua amana 26 JOHA PA ES das tdi a iia eiii 27 Associated Files JODS cda A ia 28 File Storage OS tii dd aii 28 Changing File Names w mmmmmm mwm n mumu umwana namn mum 29 Contract Jobs Job Set up Estimates Tab 30 Contract Jobs Entering Contract Pricing 2 2 cece cece cece e cece cee ceceeceeeeess 31 Contract Jobs Creating and Approving Variations 32 Creaking ai Variation e de ae e ai 33 Approving a Variation cc eee eee eee ee eee cece eee eee eeeeeeeeeeeees 35 Do amp Charge Job Set up Allowance Tab Types 36 Do Charge Job Set up Revenue Tab Overwriting Rates 36 Do Charge Set Materials Rates _ 0 00 02 2 e eee e eee eeeee 37 Do Charge Set Labour Charge Rates __ 00 0222 ooo cence eee eee ee sees 38 Viewing Job Transactions occ rn 39 JOD Set p Postings Ma cece ee ea A eee eh eee 39 JOD Set Up Orders TaD II AA IA 39 Job Se
30. able 8 Choose which Print option is required 9 Click FINALISE Open Po s a tick will appear in this field if the Job No currently still has Purchase Orders in the system that have not been finalised you should not invoice until this has been corrected Single Invoice a tick will appear in this field if the original Job was set up requesting that all charges appear on a Single Invoice only You should ensure that all charges are logged n the system before proceeding to invoice this type of job Page 56 CONTRACT JOB CREATING INVOICES 8 CREDIT NOTES Note details on this screen will change depending on the Job No that has been selected as Contract Invoices require different information to Do amp Charge Invoices Invoicing and crediting for contract jobs is performed through the JOBS INVOICING screen To process finance charges or early payment discounts etc for contract jobs see the section Processing Finance Charges or Early Payment Discounts for Contract Jobs 1 Enter the Job number to be billed or double click press F4 to search for a job 2 Enter the invoice information including e Date of Invoice e Your initials e Confirm the other details on the top of the screen A Job invoicing Job Ne Job Deseriptien Demo Job Dae ETS Debtor JCBCLIENT posa sent PO ambe Job Hame Dema OS ammi Branch CONTRACT Jeb Adega Ina ContactiPh se tur Debtor Financial Poston Current
31. atically allocated to each new job however can be changed at a Chg No later date if required by using the change number button at the top of the screen e Image Control Click this button to store pictures for this job Follow the prompts to add images e Description Enter a job description This description is used to identify it on profit reports search windows etc e Work Description Enter the task to be performed by the trades people in carrying out the works Page 22 Address Enter the physical address of the job or works to be completed Ifthe debtor chosen has multiple addresses setup on their master file and one of these is the site address for the job double click on the address line 1 field to select the address Department Company This field will show the branch selected when the job was first created Create Date This is automatically filled in by the system when you first save the job it rec ords the Accrivia System Date as the creation date of the job Start Date The official start date of the project once a date is entered here certain infor mation is locked including the contract price and estimate Commercial Tick if this is a commercial not domestic job Do and Charge Tick this box if the job is Do and Charge i e that materials and labour will be billed to the client at agreed rates for this job Leave this box un ticked if this is a contract job Single Job Inv Ift
32. c field Press the F6 key to alter the description for this billing line Press the ADD button or the ENTER key to add this item to the confirmation area Finalise this charge credit by clicking either the INVOICE CREDIT ORDER or QUOTE buttons at the bottom of the screen If this transaction is saved as a Quote use the LOAD button to reload and invoice If the transaction is saved as an Order click the MODIFY ORDER button in the top right of the screen to modify or finalise the order Page 59 DO amp CHARGE CREATING JOB INVOICES Menu option JOBS f Invoicing Do amp Charge Invoicing Note details on this screen will change depending on the Job No that has been selected as Contract Invoices require different information to Do amp Charge Invoices Do and charge invoices are created through the JOBS INVOICING screen 1 Enter the Job number to be billed or double click press F4 to search for a job The job details will be loaded in the top panel of the screen and the lower part will show details of costs against the job that have not been billed 2 Enter the invoice information including e Date of Invoice e Your initials e Confirm the other details on the top of the screen kahi PDA db Bestias Corbera Equemant Suppi AA Que 130002007 Gebter COTAS Eras A AAA PO Humber Job ra Coon Epura ip Zaa Division SERA El bdo 610 Mir Ei Ieee OW 40 PATROL HN Lada be io
33. ctly what of On Costs amp Overheads are correct for your business they can be entered into the system via the FILE SYSTEM SETTINGS Joss S tab Page 15 KY Branch Maintenance System Preferences Le Ex Branch Tax Bank System Dates Payroll Creditors Debtors Debtors 2 Debtors 3 POS Inventory Jobs Jobs Jobs Quote Ledger POF Reports Data Transter Emailing Automated Reporting Payroll On Costs amp Overheads El Employee Class OC Casual 40C FT PT lt 0C Overtime 4 O0OC Section No DH Cas lt i APPRENTICE QUALIFIED 4 Default Non Hourly and Non Job Portion To Never Charge Job Billing ADMIN Creditors Detail Revenue v Non Stock Int Markup 5 00 CONTRACT N CONTRACT rete lation ARIATION ae VARIATION a TE Do and Charge Labour LABOUR Labour Rev Markup or Do amp Charge Mon Stek Mat MATERIALS zl Do amp Chg Single Line Inve MATERIALS Revenue Grouping Nore Biling Desc Hourly Rate Related Topics For full details on the On Costs System Settings for Jobs please refer to the Accrivia System Manual On Cost Calculator As an aid in working out your businesses On Cost percentage we have put together a helpful spreadsheet which does a lot of the hard work for you once specific data has been entered If you would like to use this spreadsheet please contact Your Accrivia Support Team On Costs Logic When an employee takes annual leave for example
34. d on a seperate Purchase Order Completing the Purchase Order Once the data has been entered and the PURCHASE button ticked the system will automatically take you to the Purchase Order tab showing all the details that have been requested Expected Delivery dates can be added if required along with extra comments etc Complete the process as normal by printing or emailing etc then click posT Page 66 AY Stock Order Pe Ja ez Stock Purchase Order Batch Select a Creditor Branch ADELAIDE Reference 114356 Date 11041 222013 Delivery Demo Road P Delivery Address npn Demo Road Exp Date Dep 7 e Company University Building 4 Exp Date Arry i Pickup f Direct f Job Comment M Joeke A CUIT Blosaro 525 525 Nylon round unit 1000 F Line M2 0 0000 Total M2 0 0000 Total mount Ex 42 68 Delete Li Line Weight 400 0000 Total Weight 400 0000 Total Amount Inc 46 96 AE Branch ADELAIDE PO Type ob Job Ho 7768 Section Mo 7 EA Post XK Cancel Load Print To More a Non stock Purchase Orders Create non stock purchase orders for jobs to track anticipated expenditure and provide proof of order for services such as labour and non stock items Load this screen via CREDITORS NON STOCK PO then 1 Enter the supplier creditor code in the CREDITOR CODE search field 2 Click on the items tab at the top to enter the order details 3 Enter general information about the order e Reference enter you
35. e column in the pay types setup 1 Markup or figure per award or employee at a Job level Go to JOB SETUP REVENUE This will determine the Job Invoicing Rates to be used for a particular job when the employee award is used AY Job Setup c nC ae Information Estimates Information 2 Variations Job Progress Costs Revenue lowances Revenue Postings Postings Orders Assoc Files Audit Job Details 7768 Demoville University Email Invoice J Revenue GL Acct Supplier Mon Stock Markup Inv Type o Supplier Labour Markup Grp on Docket No w A Cana iram Beh Supplier Labour Markup E Materials Labour Charges Allowances Standard Labour Charges Normal Time Time 1 2 Double Time A Noon Shift Night Shift Charge By EMPLOYEE hd YA Add All Employees Clear All Records A Noon Shil a Charge by Employee enter employee name and designate either a Mark up or a value for the different Pay types b Charge by Award Select Award in the Charge By drop down box enter the award that is relevant to this job and designate either a mark up ora value for the different Pay types Allowances used on this Job can be set at a charge out rate under the Allowances TAB next to the Labour Charges tab 2 Mark up or S figure per award or employee at a debtor level Page 47 A Debtor File Maintenance Details Options Contact Details Op Notes Notes Post
36. e ticked if the pay type is actual worked hours ie Normal Hourly worked hours overtime worked hours etc The Hourly type is either STandard normal hourly worked pay types or overtime All other pPay Types like site allowances etc should be left blank A Job Setup Ja CAPA Coste cal a ee E Job Detads fi Demo Job GL Accounts Stock Pacing io Debtor Fo Debi radi anmlenance i ZJUBSUPPLY gt Pricing Shock GL Supplier Mon Stock Backup Hon Stock GL Supober Labour Matu Tempo Casa Cnet OCT 2IOC Oven 20H Co 2 DH Cas Jobs Variations Tab KY Accrivia Remote 55555555 V10 0 13 810620 DEMO PTY LTD Job Setup BA File Job Creditors Debtors Payroll Inventory Ledger Cashbook Window Help CUE rs Hs WIRE FP ay Information Estimates Information 2 Variations Job Progress Costs Revenue Allowances Postings Purchase Orders Assoc Files Audit Job Details 7768 Demoville University Variations Margin ts Dect met esas Ts Cen 425 000 00 1 Jason s Variation 425 000 00 e Mat Costs Lab Costs Tot Costs Margin 3 785 35 Margin 15 14 Stock hens _ Section NojLine Stock Code Description Gun Rate Amount F 1 06ERN0SZ25 5x25 Mylon round unit 1000 400 0 11 6 042 68 10 1 0730786 Plasterboard cement 10101 comice DIY 2 Ska A 065 13 543 25 10 2 0714158 Fibre cement illaboard EMM 400364 1800 1 15 20 04 440 800 565 Assign To Approved Non Approved Ca
37. ed Notes Totals Directors Delivery Pricing Postings Job Revenue Defaults Project Builders Resource Assoc Files Debtor ABC CO PTY LTD Revenue GL Acct Grouping ee ba Billing Desc Copy from Job Non Stock Materials Markup Grp on Docket Nof Copy from Debtor Materials Labour Charges Allowances Standard Labour Normal Time Night Shift Charge By EMPLOYEE y El YH Add All Employees xf ef Clear All Records Employee EmployeeName Hourly Cost Normal Time Normal Time Time 1 2 Time 1 2 Double Time Double Time 4 Noon Shift A Noon Shift Night Shift Night Shift Go to DEBTOR FILE MAINTENANCE JoB DEBTOR JOB REVENUE DEFAULTS Choose the debtor that is to be setup on the details tab before going to the Job Revenue Defaults tab a Charge by Employee Select employee code and designate either a mark up ora S value for the different Pay types b Charge by award Select Award in the Charge By drop down box enter award that is rel evant to this job and designate either a mark up or a value for the different pay types Allowances used under this Job for this Debtor can also be set up under the Allowances TAB at the charge out rate EA Debtor File Maintenance Details Options Contact Details Op Notes Notes Posted Notes Totals Directors Delivery Pricing Postings Job Revenue Defaults Debtor ABC CO PTY LITO Revenue GL Acct Groupin
38. ess F4 to update the search results 7 Once you have found the job you are looking for click OK You will be taken to this job in the setup screen Page 45 JOBS REVENUE Revenue Structure The method used for calculating and invoicing Contract jobs is different to that of Do and Charge jobs For Contract jobs the revenue amount will be the Contact Amount shown in the Job Setup screen that you have entered plus any Variation amounts see the Variations section in this manual These values are then used to bill either the total amount or progress payments as is demonstrated in the Billing Contract Jobs section For Do and Charge jobs a revenue structure must be defined before starting to bill these jobs There are many ways and levels that can be used to set charge out rates for jobs and you may choose to use all levels or a single method Read through the Revenue Do and Charge section fully before deciding which method represents the way you bill within your business You will then be in a position to define these strategies in Accrivia and bill out charges When costs are incurred against the Do amp Charge job the revenue amount that the client should pay in determined and stored against that cost entry This is then used to when listing chargeable items unbilled Do and Charge items The revenue charge amounts are determined through the system setting for system defaults and can be overridden on a per job basis
39. g Billing Desc Copy from Job Non Stock Materials Markup Grp on Docket No Copy from Debtor Materials Labour Charges Allowances Jawad Allowance Change Rate PIGRI AWARD MEAL ALL Aw 3 Markup or figure per award or employee at a company level defined against the relevant JOBSUPPLY debtor Rates for awards or employees that should be used at a company level are set up via the JOBSUPPLY debtor Choose the JOBSUPPLY debtor that goes with the company in question then follow the same logic as per point 2 4 Flat markup or figure for all labour charged out at a Job Level Ifthe rates for Labour are a Flat rate or for the job instead of at the employee or award level then these are set up in the Job SETUP screen Page 48 This will either charge out at the rate or multiply by the for everyone that worked on that job dependant on which field you have filled in 99 Job Setup lo Ja fem Information Estimates Information 2 Variations Job Progress Costs Revenue lowsnces Revenue Postings Postings Orders Assoc Files Audit Job Details 7768 Demoville University E mail Invoice Revenue GL Acct ha Supplier Non Stock Markup Inv Type A Supplier Labour Markup Bib sh Diocket eT TAMAA ese Supplier Labour Markup Ope Fom Jo ope from Lhe or Materials Labour Charges l llomancez Standard Labour Charge Normal Time Time 142 Double Time ANoon Shift Night Shift
40. ggested usage would be Hours Days or Weeks We have used Days in our examples Example if you start a job on 1 1 13 and you expect it to take 3 days then the next line ofthe progress chart should have an start date of no earlier than 4 1 13 6 Required Completion type in or use the drop down calendar to select the exact date that this product must be completed Bear in mind that other procedures may require this step to be finished before it can start so being accurate is essential If the required completion date exceeds the Expected Start Date Duration then the line will turn red to signify it is overdue 7 Dependencies this field allows you to stipulate any steps that must be completed before this line can be started Users can then see at a glance which step is holding them up and who to contact about it Enter data here by typing the relevant line number if multiple lines apply separate the numbers witha example 1 2 4 8 Some steps may be able to be worked on at the same time and assembled at the end therefore do impact on each other While others may not be able to be started until the previous step is done so they are dependent on that step 9 User Responsible use the drop down to select the name of the User who is responsible for this step this will then determine who will get a call if that part of the job runs over 10 Notify User When Done use the drop down to select the name ofthe
41. he job is Do and Charge and the client is to receive a single job invoice then tick the Single Job Inv option ensuring the system prevents billing until all costs have been finalised Construction If the site is a VBIA site tick this box Alt Job No If you use a secondary numbering system for your jobs enter this reference here this is searchable in the Job Search screen Supervisor Code The list of supervisors is setup through the Jobs FILE MAINTENANCE SUPERVISORS screen Select a supervisor from the drop down list this is primarily used in reporting Contact amp Phone No Enter the primary contact name and phone number for this job PO Number If the client has provided you with a Purchase Order reference for this job enter it here This will print on the bills issued to them Cust Rep No amp Other These are free entry fields used for varying purposes depending on your organizations needs check with your administrator on the information required here Default Supplierr If one main supplier is used for this job enter their code here or double click to select from a list Quoted Date By amp Accepted dates Enter the quotation date person that quoted and dates the quote was accepted by the client here Page 23 e Expected Completion Date enter the expected completion date here if known e Practical Completion Dates Once completed enter the actual completion date here can be helpfu
42. iations Job Progress Costs Revenue Allowances Revenue Postings Fosh Image Control Alt Job No Description Demoville University Client Code CENTRO Work Desc Demoville University Branch ADMIN Address Demo Road Supervizor Code University Building Scheduling Page 54 JOBS WORK IN PROGRESS WIP From any Job Set Up screen details can be seen regarding the Financial Position of the Job at any time WIP is a field that is auto filled by the system based on the value of Contract Price Jobs The total is determined by the following Costs to Date inflated by the profit margin against the client charges to date in other words what we should have recovered are this point in time compared to what we actually have recovered e The following example helps to show this theory If Costs to date were 1 00 e Profit for Job was 20 e contract 2 00 Estimated Total Costs 1 60 2 00 1 60 0 40 2 00 20 then the income to date necessary to recover full costs to date would be 1 20 costs to date 1 Margin e Ifincometo date was 1 10 then WIP is 0 10 1 20 1 10 e IfIincometo Date was 1 40 then WIP is O 1 20 1 40 0 20 and a negative WIP is ignored e The value of Do amp Charge Jobs WIP is the difference between costs incurred and the total billed to the client WIP Reports Open Fite Reports Joss JOBS TAB Multiple reports are available relating to Work In
43. ick the To JoB button If no postings have been made to a job it can be set back to being a quote by clicking the To QUOTE button e To Var If a contract job requires a variation but it is agreed with the client that this variation will be done on a do and charge basis create a new job for this variation record costs against it as usual and then convert it back to a variation of the original job along with its postings and charges by clicking this button e Copy If you want to copy a job as the basis for a new job click the Copy button contact details estimate information descriptions and revenue rates will be copied across Page 24 Job Set up Information Tab 2 Further information can be recorded here relating to the Client Debtor Client Information e Name Address amp Ph No This information can be used as the billing address for invoices of the job generally though the system is set to use the debtor address instead It is auto matically filled from the debtor records information when the job is created e Acct Type This is the account clearance type for the debtor of this job 7 Day Account or COD To change this clearance update the debtor record through Debtor File Main tenance Risk Assessment e Date Notes If your organisation requires that you perform a risk assessment for jobs rec ord the date and details of this assessment here This information can be reflected in report
44. ils section below highlight last line and arrow down J giving you a new line to enter stock and cost details of variation 7 Double click in Stock Code box and choose Stock Item that relates Section No 8 Enter quantity and move off the line to save details Iborra Esimabea inisanaton 2 Varistors Cat Revera Alemarces Postings Purchase Orders Aude Job Dietas 1 Dermo dot bean Tap tag Dead a tafao Dinars td D E Este Var Min Hrs to Date Hrs to Compl Est Costs Vas Coste Costs To De BL beat 75 000 2 ehes 3 Sub Conbacio 00 Juime stock Code Desenption AT EER E thrsate If you need to change the description of the Stock Code and Rate this can be done by overwriting existing text and S value 9 To commit variation click on COMMIT VAR button and this will save your variation details 10 Apopup window will request the value you are charging the customer where you can enter directly the value or a value You will need to press the CONTRACT DETAILS but ton to enter the billing lines for the variation When the blue total at the bottom reflects the total to be billed to the customer press the OK button on both popup forms Page 34 11o ospi Enl Cortr Vas Cat Conta To Da A 000 12 6 Posing 100 prH 00 100 Tak 500 000 EELU we Total ri eer Letal Ament Warsha Sec Bas Cog nm 1900 Saki ree Lo Jo ie O i Combrect Total ea 4 400 00 11
45. ion drop box on the right to then specify a specific reve nue level for an employee or an award Materials Labour Charges Allowances Standard Labour Changes Normal Time Time 1 2 Double Time Charge By AWARD YA add All Award Clear All Records awad Normal Time Normal Time Time 1 2 Time 1 2 Double Time Hourly Cost Double Time Page 38 VIEWING JOB TRANSACTIONS The Postings Purchase Orders and Audit tabs display information about activities performed for each job Job Set up Postings Tab All costing postings allocated against this job are shown here Use this tab to look up descriptions amounts quantities source posting module etc for these costs i Job Setup lo amp mE Information Estimates Information 2 Variations Job Progress Costs Revenue Allowances Orders Assoc Files Sudi Job Details 7768 Demoville University Posting History Creditor Code 1 345 56 20 08 2006 P rhoLL 41 259 36 OF 03 2007 P rhoLL 122 99 SERWICE 15705 2009 CREDITORS 1 715 00 ADMIN r Reference Hrs Quan Amount Comment SectNo Source Docket Number Section Description Job Set up Orders Tab All current orders for this job along with their status are shown in this tab Use this tab to look up estimated delivery dates stock ordered and other purchase order information along with details of any Debtor orders that have been added for this job Page 39 AP Job
46. ked if this debtor usually requires Do and Charge jobs 1 Clickthe button at the bottom of the screen to insert a new record A blank record will appear 2 Fillin the basic information about this job See Create a New Job Detailed Steps below 3 Determine whether this is aDo and Charge or Contract job and proceed as below For Do and Charge Jobs 1 Enter Allowances information See Do Charge Job Set up Allowance Tab Types on page 36 2 Enter Revenue information See Do amp Charge Job Set up Revenue Tab Overwriting Rates on page 36 3 Enter Costs information See Do Charge Job Set up Revenue Tab Overwriting Rates on page 36 For Contract Jobs 1 Enter Estimates information See Contract Jobs Job Set up Estimates Tab on page 30 2 Enterthe Contract price and Revenue Description lines See Contract Jobs Entering Con tract Pricing on page 31 4 Click Ka to save the file Related Topics For full details on setting up a new Debtor please refer to the Accrivia Debtors Manual Create A New Job Detailed Steps The Job SET Up screen contains multiple tabs each containing information pertinent to the job The extent to which this data is recorded is entirely user choice depending on your company procedures Add a new Job by clicking on the at the bottom of the screen When adding a new job you will be prompted to select the Branch this job is related to You will
47. l Proformas in the system or narrow the results by selecting a specific debtor or reference number Contract Job Processing Finance Charges Or Early Payment Discounts Where a financial charge or credit is to be issued to a job that does not form part of billing as part of contract works or raising do and charge invoicing this is done through the Invoicing menu these should be processed through the Debtor Order screen An example of where this would be used is an early payment discount or an overdue payment interest fee 1 Open the DEBTOR ORDER screen if processing a charge or the DEBTOR CREDIT NOTE MANUAL ENTRY if processing a credit 2 Select the Debtor Code of the job that is to be billed from the grid or enter their debtor code in the Search Code box 3 Enter information about this invoice credit Page 58 e The branch company e Your Initials e TheJob Number double click to search if it is not known Select the Billing Adj option from the Job Post Type panel Press the ITEMS button or press ENTER as it s the default button to move to the tab to enter the items For each charge line to be added to the invoice or credit Enter the Stock Code Press F4 or double click to search This would be a non stock item likely from a stock group linked a revenue account for other income Enter the quantity required Enter the price in either the Rate Ex Amount Ex or Amount In
48. l when quoting future jobs e Notes Enter notes about the job here this is an unlimited length field and is included on some job detail reports A specific section is allocated to the Financial Position of this job details of this are e Orig Contract Inc GST Enter the contract amount for contract jobs here Once the start date is filled in this cannot be edited e Amended Ex Inc GST Total value of the contract amount plus any approved var lations e Charged Invoiced Total of bills raised for this job to date e Paid Total value of all payments made against bills from this job e Costs Incurred Total value of all costs incurred for this job throughout the system with out overheads to date e Retention This is the total retention value recorded against invoices for this job e Inv d Costs This is a calculation of the Invoiced amount minus total Costs for this job e WIP Work in Progress calculated as Total Costs Incurred at marked up value minus Total Charged e Mode Select Job Mode to view jobs or Quote Mode to view pending jobs that have been quoted but not yet converted to a job e Print Preview Click the PRINT or PREVIEW button to generate view or print the Job Details report e Costing Criteria Select the Active radio button to view current jobs or Non Active to view completed jobs e To Quote To Job To convert a quoted job to a true job cl
49. mp Type End Time 00 00 Malal el x Filter Show Terminated Costs Materials Purchase Orders can now be raised as being applicable for a specific job rather than stock warehouse This is done on the purchase order form by specifying that the PO Type is Job and stating the Job amp Section the materials apply to this stock is not included in the on Purchase Order quantities shown in the system because these indicate expected supply of materials for the purpose of supplying customer orders When the purchase orders are invoiced in the creditor invoice screen the items will be costed to the job as per the costing method that would have been used if the materials were supplied Page 18 direct from the warehouse This is controlled through the Pricing tab on the Debtor File Maintenance form for the JOBSUPPLY debtor Costs Non Stock Materials Non Stock Purchase Orders see CREDITORS NON STOCK PO can also be allocated directly to a Job as well as the markup that will apply to these at invoice time The system default for this is the Internal Markup value and can be overridden on a job level by the field of the same name on the Job Setup screen Page 19 FINDING CREATING AND CONFIGURING JOBS Menu option JOBS SN Setup The Job Setup screen maintains all information about a job its charge out rates or contract price variations etc Create A New Job Summary CHRE A DUBB EP B
50. n 7 Flat markup or figure for all labour at a system level lf there is nothing set up in the job or debtor for Labour Revenue then the system will revert back to the flat or defaults at system level Go to FILE System JoB and set up flat rate or See Page 49 example at the top of this section This should always be defined regardless of other pricing levels that you may setup For allowances and deductions you need to go into the Pay Types setup screen PAYROLL FILE PAYTYPES and put the default revenue rate against the pay types in column Job Rev Rate Page 50 JOBS PROGRESS OVERVIEW The Job Module provides the ability to set up a Step by Step instruction chart on howto produce a finished product detailing how long each step will take who is responsible for which step and advising when the job is complete to ensure it can be charged out accordingly Open JOB SETUP JOB Progress Tab ID Job Setup ol ea Information Estimates Information 2 Variations Job Progress Costs Revenue Allowances Postings Purchase Orders Assoc Files Audit Job Details 17768 Demoville University Exp Start Date Exp Duration Req Completion Dependencies User Responsible Notify User When Done Completed Date Completed By Completed DT 1 Ensure have signed P Ord from Client 01 01 2013 3 03 01 2013 2 Order special Stock Allow 5 days 14 01 2013 3 Build the product 23 01 2013 8 11202 2013 1 2 4 Advi
51. n Estimates Information 2 Variations Job Progress Costs Revenue Allowances Postings Purchase Orders Assoc Files Audit Job Details 17768 Demoville University Email Invoice Revenue GL Acct Supplier Mon Stock Markup Copy from Job Copy from Debtor Supplier Labour Markup Grp on Docket Nol Supplier Labour Markup Materials Labour Charges Allowances lherns Groups _ Stock Code Description Quan Sell Ex DiscLevel Mark Up Last Update Last User_ CA WA ee ee eee Docket Number Grouping Tick the filed marked GRP ON Docket No if this job should default to being grouped by the Docket Number There is a matching field within the Debtors module that should be ticked also See DEBTORS FILE MAINTENANCE DEBTOR JOB REVENUE DEFAULTS Y Debtor File Maintenance Details Options Contact Details Op Notes Notes Posted Notes Totals Directors Delivery Pricing Postings Job Revenue Defaults Re Debtor LAUREN AITCHISON Revenue GL Acct Grouping x Billing Desc Copy from Job Non Stock Materials Markup Grp on Docket No Copy from Debtor Awad allowance Charge Rate Page 3 7 Do amp Charge Set Labour Charge Rates 1 Click on the Labour Charges tab 2 Specify the hourly rate to apply for the stated labour rate levels Normal Time dou ble time Double Time Afternoon and Night Shift or 3 Select the Award Employee opt
52. ncelled Page 26 This screen is where the actual Variations to a Job can be entered showing the different variations added along with the stock items and a summary of the Margin totals In the Variations grid right click on a Variation Number to alter Billing Lines A Variation can only be stated for a job that is started ie Job Start Date filled in Note that the estimations that go with the original contract cannot be altered once the job has started Related Topics See Creating a Variation on page 33 Jobs Job Progress Tab Not every user will utilise this screen which allows you to set up a Step by Step progress chart on how to complete this Job A full set of instructions for this tab can be found in the Job Progress section See Set Up a New Job Progress on page 51 Page 27 ASSOCIATED FILES JOBS A new feature is available that will allow you to store related files directly into specific Jobs which means you can now store information directly into files that can then be accessed from the Jobs Set Up screen The function will accommodate a variety of file types ie Word Excel JPEG PDF etc so there is no limit to the number of files that you may wish to store e Pricing Agreements e Photos e Contracts e Variation Agreements Specific settings are required for this function which will be set up by Your Accrivia Support Team Once the System Settings have been set up you will notice yo
53. ne A for afternoon N for night W for workshop F for Fitter and e PT Pay Type Group Code that applies to when the allowance is paid Alternatively you can use the Copy From button choose another job that has that same allowance defined template jobs will exist for this purpose numbers to be listed here Do amp Charge Job Set up Revenue Tab Overwriting Rates When calculating the revenue to be charged Accrivia will look to revenue rates set at a job level and if none are set then debtor level and if none are defined then system level to determine what is to be charged Page 36 Standard revenue rates are set at a system level and then often rates are negotiated at a client level and set on the debtor record Occasionally specific rates will be negotiated for a single Do and Charge job in this case these rates would be set at a debtor level The process of setting up do and charge revenue rates is the same at a debtor or Job level Do amp Charge Set Materials Rates 1 Click on the Revenue tab 2 Select the Materials tab and go to the Items to set individual stock item pricing or Group to set pricing for an entire group 3 Double click on the stock code or stock group column to select the code 4 Specify the agreed price in Sell Ex column or the discount level to use or the Discount level less a fill in both Disc Level and the Mark Up column Job Setup ILI Informatio
54. nt to save these changes when moving off the record Change a job number The Job No field is how Accrivia identifies this record When you change this the system goes through and automatically changes any reference to it to the new number This may take a few moments depending on how much data is in your system To change ajob number 1 Select the job you want to update and click the CHG NO button on the right of the Job No field Work Desc Oven Hepses al Peza Place 2 Enterthe newjob number and click OK All transactions linked to the original job number will now be linked to the number Page 41 JOBS CLOSING A JOB Menu option JOBS E Close The facility is available to Close a job once it is complete this assists in keeping your current Jobs list tidy and relevant While there is a function available to Delete a job entirely from the system this is only recommended if a Job has been set up in error and has not yet had any items posted to it See Delete a Job on page 44 The Closing function is used for Jobs that have been completed and already has postings lodged against it and therefore cannot and should not simply be deleted Before Closing a Job There are some restrictions in place which stop you from Closing a Job that still has active entries that have not yet been completed Jobs will only be eligible to be closed once they comply with the following criteria 1 See the JoB SET UP screen F
55. nter the items 4 For each stock item that was supplied from store warehouse or van e Enter the Section Number double click to search e Enter the quantity used e Press the ADD button or the ENTER key to add this item to the con firmation area 5 Press the INVOICE button at the bottom of the form to complete this supply Page 1 JOBS GENERATING REPORTS The Reports screen offers a range of creditor reports to assist you with managing your jobs Jobs Report Options Open Fite REPORTS Joss The Jobs reports tabs provide a variety of reports which are grouped into Sub Tabs as shown below Jobs Tab Use reports on this tab to see lists of jobs client contact details for these jobs as well as general setup data for the jobs including sections stock templates and suppliers Job Estimates These reports provide details of postings costs allocated to jobs along with comparisons between estimates and actual costs Job Postings a variety of reports showing all postings to jobs Job Jobs 2 Includes Work In Progress values works charged for do and charge jobs and client pricing for do and charge jobs Job P L These reports provide profit and loss analysis by section client job supervisor in a summary or detailed format Quotes Use these reports to view materials postings summary or detailed billing done to clients and listings of job quotes Each tab has a variety of differen
56. on A standard set of Sections can be set up which is then used for every Job using and allocating stock only to the relevant sections each time W Accrivia Remote 55555555 V10 0 13 B10620 DEMO PTY LTD Job Setup fae File Job Creditors Debtors Payroll Inventory Ledger Cashbook Window Help Rg EAE Dea sP y HS El f Information Estimates Information 2 Variations Job Progress Costs Revenue Allowances Postings Purchase Orders Assoc Files Audit Job Details 7768 Demoville University Alteration Type Variation Details Contract Contract Alt Type Orig 50 000 00 New Variation f Existing Pending Variation eer Biling Adi Works Wariati a E aa Costs Hrs to Date 2 oel oo Pend 1 Authority Works qe D25 a7 15 15 enging 2 Inelab amp underground works Appr 25 000 00 3 Cable trays amp supports Mon Appr SE 4 Swuitchboards SCF amp TOB s 5 Maine reticulation amp termination t4 166 42 39 75 ASES 25 000 00 6 Earthing amp metering Estimate Summary 7 Cabling 386 62 100 6 042 58 Labour 6 714 00 8 Electrical accessories Material 411 451 66 9 Cable ducts Total 418 515 56 10 Light fittings amp plug In equipmer 4500 27 287 33 11 Exit amp emergency lighting Profit 6 484 34 12 Lighting control Profit 22 95 gd 39 730 31 466 90 350 00 21 214 65 36 0 gt M All Sections New items at Cost al EA A AAA 1 24rL25B EST 25mm 90 degree hd s
57. r Accrivia Support Team Page 1 JOBS COSTS Costs Over Ride per Employee Care must be taken if the Job Rate is filled in on the Employee File Maintenance form If this is filled in whenever an employee is paid for time on a job that is marked as Commercial through Job Setup their pay rate will use the Job Rate rather than the Default rate The usual labour revenue mark up will then be applied to this rate BA Employee File Maintenance fo Details More Details Notes PTDAYTD Accruals Tas Defaults Super Entitlements Par Types Qualifications Changes Log Employee Code E GY Edit Code siper 2 Super Eund SUPER CBUS Hames BRAD p amp Contrib 3 25 or Sumame APPLE 29 DEMO PD Amard A4bove 9 25 4 Address 89 DEMO RD Pn Additional Minima 50 00 Suburb State PCode DEMOYILLE vac 3000 Member No 123456 Phone Mobile No 1 23456709 Award P Birth Date 1187031965 49 Yrs of Age Employee Class QUALIFIED gt Payment Period WEEKLY gt Position SADA Largest Smallest Coin hal Employee Type Aaaa o Full TimefW Part Time Casual 7 weekly Accrual Hours Salary Weekly Actual Hours 40 a Commenced Full Time Part Time 2470171992 Branch SERVICE C Female Commenced Casual jee Time Clock No 564 Student Default Pay Type SALARY WEEKLY Default Dept SALARIES a Terminated 7 Use Timesheet Termination Reason Default Status Start Time 00 00 UD E
58. r own reference or to have the system automatically assign a reference tab through this field e Address of your company or the job address 4 For each order line insert a new line in the grid and enter the following information e Branch Company e Expense Account Page 67 Job Number e Section Number 5 Double click on the QUANS field to enter the description quantity and rate of the item s to be purchase ordered ja E Deia a Daio Hama final lea _ aL Dpto Dala Ces abel 4 fete Minted pal Dobra feel jea oer ing Cate Ep YA pf ags 1w OOOO YA IS 6 Press OK to return to the main ordering form 7 Confirm if the order is to be printed or emailed Print To at the bottom of the form and press the POST button to save Page 68 ALLOCATING DIRECT COSTS TO JOBS Menu option JOBS Direct Job costs that cannot be entered via other methods e g timesheets creditor invoices or allocation of stock can be entered via the Direct Job Posting screen Access this screen from the JOBS DIRECT menu then 1 Enter information about the direct charge including Post Type select Materials or Labour Job No double click to search a list of jobs the job details will be shown in the right hand panel Reference enter a brief description maximum 20 characters Date enter the posting date Section No double click to selec
59. racts contact details etc are all recorded in the Job Setup screen Finally all billing for jobs is completed through the Job Invoicing screen allowing the user to bill at a summarised or detailed level using pre defined mark up rates Do amp Charge or a set value or percentage of a contract Specific features of the Jobs Costing module include e Transparent movement from Quotes to Jobs to Job Completion e Merging of one job quote template section into another job quote template section and creation of jobs quotes or templates based on existing jobs quotes or templates e Full financial posting of all jobs including automatic PPS notification on billing e Fast Invoicing for non progress payment jobs e Contract and Section Variations catered for e Estimated versus Actuals reporting profit reporting Invoices Statements Trial Balance PPS tax withheld e Supplier Orders based on Job Stage e Stock definitions for Each Per Metre Per Square Metre and per Cubic Metre e Stock Kits Allows a stock line to be defined based on quantities of other stock lines e Supplier stock prices updated monthly Each stock line can be attached to the stock line of a supplier and be automatically maintained e User Definable Job Sections Page 6 BILL CLIENT DO 8 CHARGE CONTRACT f PURCHASE ORDERS CREDITOR AL INVOICES Page 7 PAYROLL DEBTORS JOB y SUPPLY JOB DIRECT COSTS GL CASHBOOK JOBS SYSTEM SETTIN
60. rd tool 10702 intern ci CONTRACT 0730998 Plasterboard jolnting tape 10708 CONTRACT e Search 0731017 Plasterboard jointing tape 10583 1 CONTRACT Job Ad a Supplier Stock Code Last Purchased Agreed Cost eee ee By 1 ASUPPLIER O6RNO525 22 0 2013 e Code f Supplier 5 Branch ADELAIDE PO Type Job Job No Section No EY x Cancel By Load Print To None kui Page 64 1 Open INVENTORY STOCK PURCHASE ORDER 2 Click on the JoB button on the right of the screen 3 Enter the Job No into the field or double click inside the field to access the search function this will then produce the data from the Estimates tab in the Job Set up for this Job 4 Enter the supplier Code in the Purchase Order section at the top of the screen double click to use the search function 5 Enter the appropriate Section 6 Add the required Quantities against each item needed in the section 7 Click on PURCHASE ORDER at the bottom of the screen Stock Order by Job Stock Purchase Order Supplier Code ASUPPLIER Job Description Demoville University Supplier Name ANY SUPPLIER Address Demo Road University Building A 7 Client Name Further 2 Filter by Section No 0 Section Description All _ SectionNo Order Stock Code Stock Description GuanEstimated Guan On PO Quan Supp d Total On PO Supp d Quan RateEx Comment Preferred Supplier 1 247L25 EST 25mm 30 degreshdsweepbend 45 HH 2 MAASI A0mm 3
61. rge Creating Job Invoices 22 2 2 e cece ee ceecesceeees 60 DOCENAS INVOICING a orth seat en tai ee en eee ee oe Sed te 60 Do Charge Credle NOLES EA 62 Creating Job Purchase Orders ne 64 STOCK Purchase Orders oedi a aa a E a N 64 Non stock Purchase Orders cui ts tl ida 67 Allocating Direct Costs to Jobs 2 222200 69 Issuing Stock To Jobs 2 2mmmm LLa aLaaa aLaaa 71 Page 4 Jobs Generating Reports Jobs Report Options Print Jobs Reports Page 5 JOBS OVERVIEW The Jobs module provides an efficient method of tracking costs and revenue for jobs projects throughout the system and to utilise this information via analysis job reports It also provides a simple method for billing customers for works completed whether for a contract or do and charge job For some industry specific clients the term Costing s is used instead of Jobs for these industries screen names may change slightly to reflect this difference Costing information for jobs is collected from throughout the system whenever a job is allocated via debtors inventory materials from warehouse payroll timesheets creditors purchase orders invoices jobs direct postings or general ledger cashbook postings Jobs Details including material and labour estimates mark ups agreed contract rates variations to cont
62. rmal Time Y etc Materials will show as a single line Materials pay type leg l 6 Lab Name PT A single summarised billing line will show for each employee Pay Type combination Materials from the payroll with the quantity of hours being the sum of hours for that person for that pay type eg Normal Time etc Each material line will show individually 6 Press the tab This will display the billing screen showing the lines that will appear on the actual invoice No changes apart from the description can be made on this screen to alter prices and include or exclude lines you need to return to the Job Postings tab Page 61 A Job Tai ab Ko 1004 Job Description Kerberus Equipment Supply ptei a Detter CENTRO CENTRO Po Wumber Job Ms Ceim Eourment Sup Coal Division SERVICE F dob Adergas 5 11 Mor Sheet PARES COR ELG KEM ETEY 100812006 HOURLY KEN bar psy 13i PRAMEL ML EBA KEWIBAKERY 139 2006 FARES HO CAR ES Gary OPRINGOH 13 05 3105 HOURLY gt Gary HOPET 138 2006 HOURLY Gay HOPET LIMA TRAVEL AUL ESA Gy HOPING 1305 2005 4 Pegar 4 rvaice XK cance E Precios me Ered Tatas Ex 7 Finalise this charge by clicking either e PROFORMA This will create a Proforma Invoice equivalent to a quote To then convert this to an invoice select this job again the charges selected will be reloaded and click Invoice e INVOICE To finalise these charges
63. s Vgraton TT z a oras Pending 1 Authority Works 2 025 27 15 15 15 15 2IInslab amp underground works Appr 25 000 00 3 Cable trays amp supports Non Appr Sai 4 Switchboards SCF amp TOB s 5 Mains reticulation amp termination 4 168 42 39 75 Amended 25 000 00 6 fE arthing amp metering Estimate Summar 386 62 100 6 042 68 Labour 6 714 00 8 Electrical accessories Material 11 451 66 9 iCable ducts Total 18 515 66 10 Light fittings amp plug in equipmen 0 00 450 27 257 33 11 Exit amp emergency lighting Profit 6 484 34 12 Lighting control Profit 25 94 39 730 31 466 90 350 00 21 21 4 65 36 00 4 472 91 530 90 Y All Sections New items at Cost _ Line Stock Code Description Qty Cost TotalAmount Variation Comment Lab Rate Lab Qty Extd Cost Lab 1 247L25 EST 25mm 90 degree hd sweep ber 45 7 11 724 95 6 75 319 95 2 247L40 EST 40mm 90 degree hd sweep ber 56 14 22 1 300 32 8 4 796 32 d Stock Est Q Page 14 ON COSTS amp OVERHEADS Part of the function of the Jobs module is to record details of all Costs that relate to a particular job in order to accurately determine the exact cost to the business While the obvious things like materials amp labour can be easily tracked through the Creditors Inventory amp Payroll modules there are other hidden factors that must also
64. se Client it s ready for delivery 12 02 2013 1 X Clear All Lines Hq a gt amp e x B To Quote B Tovar IS Copy Once a new Job number has been set up the Progress tab can be accessed Data entered here should always be entered with the correct flow to ensure each part of the job appears in the appropriate order and is completed before the next required section starts It is recommended that each step be noted or written down in order first to ensure nothing is missed as you cannot insert a forgotten line between existing data later Set Up A New Job Progress Details of each Field follow 1 Line No will be automatically allocated however you should ensure all further entries are in the correct sequence Usethe Down Arrow to add a new line 2 Description Details of entry here will appear on reports and should accurately describe this procedure Page 51 3 Notes double click in this field to enter any notes relevant to this procedure Taking care that anything particularly urgent should be entered first as only the first few words appear on the screen without expanding further 4 Expected Start Date type in or use the drop down calendar to enter a date that you expect this specific procedure to be complete 5 Expected Duration this field is not set with any particular time frame each company will determine the best time frame to use and advise its users accordingly su
65. soc Files Aust ab bus WETS I IIIa La i Option 1 iri Video 1150000 385000 aera i 3 1 1806 1S0UE1E 1 STEEL BEAM 6 500 Hip REA 2 2 BAND Bard a HOM 240000 yo Ho Fier Mo Lire Sse Cea Quan Jarnes Rata J D 3 The information at the top represents what the Customer will pay The information on the bottom represents the stock quantities and pricing The only information that can be changed on this screen isa COMMENT in either the customer section or the stock section or you can double click in the Description and change the name you have given it Editing an Option To edit an Option that already exists in the system once again for the Estimates tab and select the Existing Option in the Alteration Type field Choose the appropriate Option from the Option Details field which will then load the existing Option in the fields below You will notice that you cannot make any changes to any items that were not included in the original Option entry you can simply see these for information but they will remain read only You can however change Quantities or Stock Codes etc that relate to the original entry as well as adding new items to the Option Completing the changes remains the same as before and the Markup screen will appear as usual The system will default the Margin to the same amount entered with the original Option
66. t from a list the section details will be shown in the lower right hand panel Inc Dec select whether this posting is an increase charge or decrease credit in costs Hours Qty Base Rate and Base Amount enter the quantity and cost ex of this posting the total amount will be automatically calculated The revenue amount charged to the customer will automatically be calculated by the sys tem Comment enter a full description and any comments about this posting Page 69 Post Type MATERIALS JobNo 0 Relecence HARDWARE Date 31 03 2010 Sean fii InciDec INCREASE Branch EASTERN Hours say Seton tematic Name Materials incl Dekvery Base Rate 17 50 MS a Base Amourd 17 50 30 00 4 762 50 Dane ee 2 Press the POST button to commit the posting Page 70 ISSUING STOCK TO JOBS All stock used for a job must be recorded to allow billing to the client and accurate profit analysis To record stock issued from the Warehouse or Van enter these items through the DEBTOR ORDER screen 1 Select your Job Supply debtor this generally ZJOBSUPPLY check with your admin istrator if you are unsure 2 Enter information about this stock usage e Thebranch company e Your Initials e TheJob Number double click to search if it is not known 3 Press the ITEMS button or press Enter as it s the default button to move to the tab to e
67. t reports available Activate the relevant applicable selections for you from User Access Print Jobs Reports 1 Select FILE REPORTS Jobs Tab 2 Select the relevant tab and then report that you wish to run 3 Some reports may prompt you to enter additional selection criteria for the report you require If applicable enter your selections in the fields provided 4 Click PREVIEW to view this report the report can then also be exported from this point 5 Click PRINT to print a hard copy Page 2
68. t up Audit Tab ii e cece nce AA 40 Maintaining JOOS AA e a dies 41 Update Job information nui a catas 41 Changeajob number mmmmu mwm um mwm umwami mumu muwa 2 im 41 Jobs Closing a Job occ 42 Page 3 Before Closing a JO Dau kukaaa 42 OSME UWA ricota ha NYA MAMI UKA NI AAR MMAM AWATA TUMIA RE et Ol ules IM she ed 43 KN JOD ii AA ceuta AA sde ei ane AA and di ado de 44 BOCA DA AA AA AA AA AA AA AA AA AA 44 Searching for Jobs mmmmmmm mwanume mumu 45 JODS Revenue ii AI AA IA 46 Revenue ii ri 46 E oo AAA A 46 Jobs Progress Overview 22mmmmmmmmmm e eee ime 51 Set Up a New Job Progress wmmmmmmmmnmman immune 51 Copy a Previous Job Progress Chart 0 02 c cece ccc e cece cece eee eccecceceececeeeceeees 53 JOD Progress TACK IA 54 Jobs Work In Progress WIP _ 0 00 000 ooo cece ccc eee cece me 55 WIP Reports niente oes a e bins weasels ei e 55 Jobs Batch Invoicing 0 0 2 icc c cece cece rr 56 Contract Job Creating Invoices Credit Notes 57 View a Proforma Invoice 22 2222 2c cece cece cece cece cece c cece cece cece cee eeeeeeeeees 58 Contract Job Processing Finance Charges or Early Payment Discounts 58 Do Cha
69. then be asked to select the Page 21 relevant Debtor Code this job is linked to Certain minimum information is required for this process to operate correctly and details of this required information for each tab is listed below Job Set up Information Tab f Accrivia 55555555 i File Job Creditors Debtors Payroll Inventory Ledger Cashbook Window Help CUA HA DIRE SP a HN Blt amp i Information Estimates Information 2 Variations Job Progress Costs Revenue Allowances Postings Purchase Orders Assoc Files Audit Job No 7 k Image Control Alt Job Mo PO E Melo Prass Description Demoville University Client Code CENTRO Work Desc Demoville University 00 Branch ADMIN Y Address Demo Road Supervisor Code Pe University Buildings Scheduling poe Contact JASON Financial Positiort Phone ossse2z0700 50 000 00 Ine GST 55 000 00 Po Number 123458 AmendedEx 25 000 00 Inc GST 27 500 00 CutfepNof AAA E 5760 00 Paid 3 760 00 orel a Costs Incurred sarasi Mf BA Default Supplier AA Retention ESE WIP 130 91 Create Date pep Quoted Date 1 340722072 Quoted By Po Quote Accepted pee Start Date a1 f01 2013 Expected Completion Date er Practical Completion Date EF Practical Completion Date 2 ive Mode Job Criteria Job Mode f Active Preview ia C Quote Mode C Non Avctive Ey Print Commercial Do and Charge Single Job Ine Construction D To Quote Copy Hotes Job No will be autom
70. u have a new Tab in the Joss SET UP screen called Assoc Files A Job Setup Information Estimates Information 2 Variations Job Progress Costs Revenue Allowances Postings Orders Audit Job Details 11 0139 BREAK DOWN i Add File Remove File amp QUOTE repair Tractor docs Tractor Job 10139 jpg Files can be associated with the Debtor either by using the ADD FILE button or Drag amp Drop direct from your system file folders Files can be associated with individual invoices as the Invoice is posted or later from the Postings tab in Jobs Set Up File Storage Jobs All files saved as Associated Files are kept in the system separated into the respective modules You can access these files directly from the server if required which can be helpful to see just which accounts have files associated The filepath name will be slightly different for each client however once the first file is saved it will always remain in the same master folder Page 28 EP Working Phil gt Sa gt Assoc Files gt 4 Search Assoc Files Organize Burn New folder age Favorites Name Date modified Type Ml Desktop de CREDITOR 6 11 2013 3 40 PM File folder mM Downloads de DEBTOR 7 11 2013 9 41 AM File folder 7 Dropbox de JOB 5 11 2013 5 19 PM File folder YE Recent Places di MACHINE 5 11 2013 5 22 PM File folder Within each module further folders are created one for each Creditor Debtor Job Machine You
71. udio visual 7 Blank Re Ale Index If required you can place a tick in the Auto Create field for either Do amp Charge DC and or Contracts CON which means the full Section list will be created for each new job 080 080 08 O A Y O o O O O Y O O O A a Once the File Maintenance details are set up it is then used as a template on every new job in the JOB SETUP screen It is not a requirement that every section be used each time and those that are not needed would simply be left blank When producing an Estimate for a Job you can simply choose the Section you require then enter the stock details into the bottom grid to get your totals When complete if you do not wish to see any Sections that were not used you can place a tick in the ALL SECTIONS field which will remove all the empty fields leaving only the items with values attached Page 13 DA Job Setup Information Estimates Information 2 Variations Job Progress Costs Revenue Alowances Postings Purchase Orders Assoc Files Audit Job Details 7768 Demoville University Alteration Type Variation Details Contract C Contract Alt Type v 7 Commit Orig s 50 000 00 New Variation YA ES i WA C Existing Pending Variation Description 5 Cancel Billing Adi Section NoName Est Costs Est Hrs Var Hrs Var Costs Hrs to Date Costs To Date Hrs to Compl Cost T pon
72. weep ber 45 ab 124 95 A 2 24rLAD EST 40mm 90 degree hd sweep ber SE 14 22 41 300 32 Stock Est O r Multi Select To add details to the Sections 1 Choose the Section number line in the top grid 2 Add relevant stock codes in the grid at the bottom the line field will autofill when entries are made 3 Enter the expected Quantities of Stock items Page 30 4 Specify the estimated hours for labour or value for materials and contractors Stock codes will have been setup in your system to signify labour materials and subcontractors Gen erally these are LABOUR MATERIALS and SUBCONT 5 Click back on the nformation tab ensure the Tick at the bottom of the screen is greyed out tick it if it isn t When line items are added to the bottom grid the sum total of all lines for that Section will be added to the top grid Totals of the various estimates and variations etc appear in the right of the screen Alteration Type Tick the appropriate field to confirm the Type of Aleteration as either Contract Alteration New Variation or Exisitng Pending Variation Variation Details Use the drop down to select the tye of Variation as either Pending Approved or Non Approved Note changes or additions to the original Estimate must be entered as a Variation Extra button selections Stock Est 0 Multi Select A i Click this button to view the stock price total based on the current price listings e Refresh
73. y Ledger Cashbook Window Help CUB Me DY Sl e emh P ee ee Ae a fi Information Estimates Information 2 Variations Job Progress Costs Revenue Allowances Postings Purchase Ord i a Image Control Alt Job Ho Po Description Demoville University Client Code AGRO work Desc Demoville University 000 Branch ADMIN Address Demo Road Supervisor Code e University Building Scheduling ssi D Contact PO Financial Position Phone Po Orig Contract 50 000 00 inc GSTI 55 000 00 PO Number tt lt i lt a i SS Amended Ex 25 000 00 Inc GsTI ss 27 500 00 Cust Rep Na PO ieee 5760 00 Paid 3 760 00 Other AAA Costs Incurred 4 472 91 ea 1 287 09 Default Supplier Po Retention i WP 4130 91 Create Date 22 Quoted Date f 307 2006 Quoted By Quote Accepted fy Expected Campletion Date fy Practical Completion Date fy Hotes Mode Job Criteria tf Job Mode fe Active El Preview Quote Mode C Non Active 3 Print Commercial Do and Charge Single Joblny Construction Y To Quote It To Var Copy Job Progress Tracker All Jobs set up with a Progress chart will show a coloured tracker button on the JoB SETUP INFORMATION TAB Items with a Green button are currently running to schedule Items with a Red button are currently exceeding the expected completion dates for at least one level A Job Setup Information Estimates Information 2 Var
74. ystem 1 Open Jobs RE OPEN 2 Enter the Job Number that you wish to re open 3 Click RE OPEN Delete a Job 1 Select the job you want to delete and click the button 2 Aconfirmation to delete the selected creditor will be displayed 3 Answer OK to confirm deletion or CANCEL to return to the creditor file A job can only be deleted if it has not had any transactions posted against it Any costing information you have entered or that has been added automatically through the Estimates tab must also removed before it can be deleted Page 44 SEARCHING FOR JOBS Jobs are listed in numeric order in the Jos Ser Up screen To find a particular job you can narrow the search options by changing the status at the bottom of screen Mode Job Criteria f Job Made a Active EE Preview C Quote Mode C Norr ctve y Print 1 Select the type of job you are searching for from the MODE box at the bottom of the screen either quoted or job 2 If you knowthe job number type this into the JOB NO field or use the navigator buttons at the bottom of the screen to move through the jobs in sequence 3 Ifnot sure of the Job no then Double click in the Job No field This will display the Active Job Selection screen 4 Inthe Search box select a search type Number Description Alt Job No Department Client Address Client Code PO Number 5 Enter the information that you wish to search on 6 Pr

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