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Jobs Manual

1. 51 Issuing Stock To Jobs 52 Generating Reports 53 PINE Jobs RECO tS rd sia ed o el aya kasaq eee da 53 BeportOpiliolS uu uu uu uu us acosta db qasa Su aos estates Sas tra Guau AA 53 Allocating Direct Costs to Jobs 54 Creating Contract Job Invoices amp Credit Notes 56 View a Proforma Invoice 57 Creating Do Charge Job Invoices Credit Notes 58 PMO ICING AAA A 58 A A II usa pusamuna hikauu ustiy aap eee AES 60 Jobs Batch Invoicing 62 Processing Finance Charges or Early Payment Discounts for Contract Jobs 64 Page 4 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 Costin
2. New Variation vax a Existing Pending Variation Description 5 Lancel Biling Adi o works Variation Section No Name Est Costs EstHrs VarHrs _ Var Costs Hrs to Date Costs To Date Hrs to Compl_ CostT pj nn T Authority Works t2 025 27 15 15 2 Inslab amp underground works Appr 25 000 00 3 Cable trays amp supports Non Appr 4 Switchboards SCF amp TOB s 5 Mains reticulation amp termination 4 168 42 Amended 25 000 00 A MEstimate Summary 6fEarthing amp metering ra 386 62 100 6 042 68 Labour 6 714 00 8 JElectrical accessories Material 11 451 66 9 Cable ducts Total 518 515 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 46630 350 00 21 214 65 36 00 4 472 91 530 90 f F 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 57 11 5724 95 b 6 75 319 95 LI 2 247L40 EST 40mm 90 degree hd sweep ber 56 514 22 1 300 32 E 8 4 796 32 i Stock Est Page 8 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 mate
3. 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 Go to Reports Debtors Debt Docket tab e Click on Proforma Ship Inv Current e Fill in the relevant details to view either all Proformas in the system or narrow the results by selecting a specific debtor or reference number Page 57 CREATING DO CHARGE JOB INVOICES amp CREDIT NOTES Menu option JOBS fA Invoicing 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 Enterthe invoice information including e Date of Invoice e Your initials e Confirm the other details on the top of the screen Xenon Katana Kaman po Gahaa RINI craneo A aaa aaa a Jab ra Lan Equceerd Supls LA Pa EL UII Lada Hosted T ram TA LI Labor PATROL 7 3350 00 NO Lider HO i Peet a NG DA FEE idi labag PATROL LA a E JEXE E TEEL LEE 10 Loba ku Pan Cal C FT TES POPE PRES AE Lol Labor
4. 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 Jobs User Manual zresa a ar NES 1 al AK NAA 2 JODS OVGIWICW data IN A AN 5 Jobs System Settings 7 A 7 On Costs amp Overheads 9 OKC TEEI ON a asahan ana usa aa maana aane emas a 10 AN NA 11 Overnedd BIG a aan MAP NG BUGA a nga Pan BAGO a hn a EG Pup una h akha kh Sa BG dake 11 Reconciling the oncost rates and overhead rates 0 c cece cece cece eee cecceceeceeeceees 11 Finding Creating and Configuring Jobs 13 Create a New Job Summary 13 Create a New Job Detailed Steps 0 2200 o ccc cece LaLa Laaa aaa 15 Job Set up Information Tab 15 Job Set up Information Tab 2 18 Job Set up Estimates Tab Contract Jobs 19 Job Set up Allowance Tab Types Do amp Charge aoaaa aa aaao ooa oaoa a2a 21 JOD Sets COST TAO i2 uru 24 5224 dade ace
5. 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 Non Stock Markup Copy from Job Copy from Debtor Supplier Labour Markup Grp on Docket Noal Supplier Labour Markup Materials Labour Charges Allowances tems Groups _ Stock Code Description Quan SellEx DiscLevellMark Up Last Update LastUser P L 1 A C l es 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 Hotes Posted Notes Totals Directors Delivery Pricing Postings Job Revenue Detaults Re Debtor LAUREN AITCHISON Revenue GL Acct Grouping kd Billing Desc Copy from Job Non Stock Materials Markup Grp on Docket Nol Copy from Debtor Awad allowance Charge Rate Page 23 Labour Charges Set do and 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 option drop
6. button The lines that you enter within this grid will show in the Invoicing screen as well as on Contract Invoices that you create if Authority Works 2 Mains reticulation amp terminations 3 Labour Normal Time 39 000 00 4 Labour Design 1 500 00 5 Labour Overheads 5500 00 6 Materials Panels and Detectors 51 200 00 Section Ratio Viewing Job Transactions The Postings Purchase Orders and Audit tabs display information about activities performed for each job Page 27 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 Lo at namna Estimates Information 2 Variations Job Progress Costs Revenue Allowances Orders Assoc Files Audit Job Details 7768 Demoville University F History bee Eie bo beh lomi 13 08 2006 F ROLL 20 06 2006 PaYROLL y o 07 03 2007 PaYROLL 122 99 SERVICE 15 06 2009 CREDITORS 1 715 00 ADMIN 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 A Job Setup Information Estimates
7. i Tru PAELLA NG IT The DEE APE GA FEB ES NUN T LO Lobe F Parna FIS MPAA PAFS o Z OO labag PAELLA TS MT pil Te ERA HOLE LY LO Labor Pani S12 51521 Era aa gd Fri HU Fi uli Laba Horan Tri PAE l jiz pibzti fisi ae Sakata Chua Ak Cual aang aa 3 Inthe lower half of the screen double click on the Charge tick box for lines you want to include as acost in this invoice 4 Adjust information to be shown on the invoice in columns Page 58 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 OS 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 A single billing line will show for labour and a single billing line for materials Materials Labour amp Materials Asingle billing line will show for labour and each material line will show individually A single billing line will show for each Job section that has costs with the description as perthe section description Lab Name Asingle 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 Normal Time Y etc Materials will show as a single line Materi
8. percentage for casual and part time full time all of which are defined by the employee or overtime Job Setup LE Information Estimates Information 2 Vaaions Costt Revenue Allowances Postings Purchase Ouders Audit Job Detads fi Demo Job GL Accouniz Stock Pacing See Debtor File Deba Cres ainbanance gt A Pricing Stock GL Supper Mon Stock Markup E a C Emplopee Class OC Casual Z C FT PT 2 00 Overtime Z H Cos Z 0H Cas DH FTJPT Z i oc Page 21 Jobs Variations Tab W Accrivia Remote 55555555 V10 0 13 B10620 DEMO PTY LTD Job Setup EA File Job Creditors Debtors Payroll Inventory Ledger Cashbook Window Help CUA El DYE EASY RE Oa Se fh 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 et esas is Cien 1 Jason s Variation 25 000 00 A 1 Mat Costs Lab Costs Tot Costs Margin Margin Stock hens 1 DBRMD525 E5 Mylon round unit 1000 400 4011 6 042 68 10 1 0730786 Plasterboard cement 10101 comice DIY 2 5k A 065 13 543 25 10 a 0714158 Fibre cement villaboard GMM 400364 1800 1 15 20 04 440 800 565 Assign To Col ee Dz CH This screen is where the actual Variations to a Job can be entered showing the different variations added along with t
9. 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 Page 39 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 Information Estimates Options Information 2 Yanabons Job Progress Costs Revenue Allowances Poshngs Orders Assoc Files Audit Job Details q MAC G RENO ROOMS 1 Option 1 ri Video 14 DOD 00 Com stia 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 Op
10. Jos SET UP screen To find a particular job you can narrow the search options by changing the status at the bottom of screen Mode r Jab Criteria Job Mode Active BC Preview Quote Mode NonActive y Print 1 Select the type of job you are searching for from the MODE box at the bottom ofthe screen either quoted or job Page 36 If you know the job number type this into the JOB NO field or use the navigator buttons at the bottom ofthe screen to move through the jobs in sequence If not sure ofthe Job no then Double click in the Job No field This will display the Active Job Selection screen In the Search box select a search type Number Description Alt Job No Department Client Address Client Code PO Number Enter the information that you wish to search on Press F4 to update the search results Once you have found the job you are looking for click OK You will be taken to this job in the setup screen Page 37 JOBS OPTIONS TAB The Options tab with the Job Setup screen is a specialised User Defined feature and is not commonly used in most industries The feature would need to be turned on by Your Accrivia Support Team in order to function Reports 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 Sa
11. 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 Page 42 TA Stock Order Stock Purchase Order Batch Quantity Search Text OBRNO525 Purchase and Sell per EACH Code Description InStock On Order Required Re Order Branch Bar Cod 0ERNOS25 P5 Nylon round unit 1000 CONTRACT KE Order OBRNO540 1 005240 Mylon round unit 100 CONTRACT 0714158 Fibre cement villaboard GMM 40 CONTRACT 4 Auto Order 0730786 Plasterboard cement 10101 cor CONTRACT 0730891 Plasterboard tool 10698 brdknte CONTRACT Eta Auto 0730914 Plasterboard tool 10702 intern cu CONTRACT 0730998 Plasterboard jointing tape 10708 CONTRACT Sa search 0731017 Plasterboard jointing tape 10583 CONTRACT Job 4 Number Supplier Supplier Stock Code s Patel Gas Search
12. data has been entered Ifyou would like to use this spreadsheet please contact Your Accrivia Support Team Page 10 On Costs Logic When an employee takes annual leave for example 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 THEJOB 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 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 ofthe 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
13. 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 Infomation Estmates intenten 2 Vasos Cotta Reverse Alcances Posting Purchase Orders Audie Job Deiak Demo Job Abbain Tye ta ari habal pa Costa To Da eT Vatiation If you need to change the description of the Stock Code and Rate this can be done by overwriting existing text and value 9 Tocommit 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 button Page 35 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 Lab Ent Y bit Ena pl tio Compl Ext Conte _ var Conta Coat Ta Den P I 12535 a 1 48500 1 608 00 Contract Total ex 41 400 00 oe 11 The value of the variation will now appear in the Pending Works Variation box Approving a Variation To approve a variation go to Variations tab on the Job Setup screen and click on Approved Non Approved or Cancelled Searching For Jobs Jobs are listed in numeric order in the
14. the system is set to use the debtor address instead It is automatically 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 record the date and details of this assessment here This information can be reflected in reporting as required Retention Page 18 e 18 2 Thereis provision for 2 entries for Retention and fields to record the Percentage Date amp Type of retention Where retention s are a requirement ofthe 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 Estimates Tab Contract Jobs 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 section 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 MN File Jo
15. 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 option of a based or based application based is for every S1 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 Oncost 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 Page 11 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 staf
16. 12386 Amended F 25 000 00 Inc GT 27 500 00 Cust Rep No CE Taha 5 760 00 Paid 3 760 00 Dhe Costs Incurred 4729 T 1287 09 Default Supplier Wo Retention a wP o 912091 Create Date EX Quoted Date 340722072 Quoted By Quote Accepted EX Start Date 01 01 72013 Expected Completion D ate Ha Practical Completion Date EXA Practical Completion Date 2 EX Mode Job Criteria f Job Mode f Active Preview ss Quote Mode C Non ctive ES Print Commercial Do and Charge w Single Job lr Construction Copy Notes A Page 15 Job No will be automatically 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 Image Control Click this button to store pictures for this job Follow the prompts to add images Description Enter ajob description This description is used to identify it on profit reports search windows etc Work Description Enter the task to be performed by the trades people in carrying out the works Address Enter the physical address of the job or works to be completed If the 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 syst
17. 27 4 Click Y to save the file Related Topics Page 14 For full details on setting up a new Debtor please refer to the Accrivia Debtors Manual Create A New Job Detailed Steps The Jos 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 e 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 then be asked to select the 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 Remote 55555555 V10 pA File Job Creditors Debtors Payroll Inventory Ledger Cashbook Window Help CUA HA DIRE MAP eva E P Information Estimates Information 2 Variations Job Progress Costs Revenue Allowances Postings Purchase Orders Assoc Files Audit Job Ho BB E Image Control Alt Job No PO di Job Progress Description Demoville University Client Code CENTRO Work Desc Demoville University Branch ADMIN Y Address Demo Road r Supervisor Code University Building 1 Scheduling EO Wo Contact WASON Financial Position Phone 0355620700 000 50 000 00 incasi 55 000 00 Po Number
18. By b 1 ASUPPLIER O6RNO525 22 08 2013 1 f Code Supplier i Branch ADELAIDE PO Type Job Job Ho Section No EY x Cancel Ej Load Print To None T 1 Open INVENTORY STOCK PURCHASE ORDER 2 Click on the J0B 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 Page 43 f Stock Order by Job Stock j Purchase Order Supplier Code ASUPPLIER Job Description Demoville University Supplier Name ANY SUPPLIER Address Demo Road University Building A Secti 7 Client Name Further Filter by Section No Section Description All Quan On PO Total On PO Supp d Quan RateEx Comment Preferred Supplier KH pos o o NE 1 DERN0525 5x25 Nylon round unit 1000 2 QUNLEEST 3754215475 meterpaneltonlg 1 0730786 Plasterboard cement 10101 cornice DIY 2 0714158 Fibre cement villaboard 6MM 400364 180 1 1 5 5 5 7 z 11 11 102 12 304 500 00 25 00 500 00 m e pp S sc stts per 2 12RU CAB 12RU CAB 600x600x300 12RU FI
19. ERENCES will alert the system who to send a noti fication of completion Completed Date actual completed date is entered here it is this field that actually triggers an email of completion Completed By When a completed date is entered this field is automatically filled based on the User name of terminal 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 use the 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 50 i File Job Creditors Debtors Payroll Inventory Ledger Cashbook Window Help CYR Mr DY BB s S wi P He Me A Ae EE B Information Estimates Information 2 Yariations Job Progress Costs Reve
20. Information 2 Variations Job Progress Costs Revenue llowances Postings Orders assoc Files Audit Job Details 7768 Demoville University r Purchase Orders Credo Branch Date ETA ETD Reference Comment Status Batch Ref My 02 06 2009 aa LECKYS ELECTRI PRODUCT 3140872006 r Debhor Orders _ Reference Branch Date JobNo Cust Ord No JobName Delivery Address 1 La _ LNo Stock Code SectonHo Quan Rae Rate Ex GST Amount Discount VolDisc Disc Lvl Page 28 Job Set up Audit Tab When certain actions are performed for ajob 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 Maintaining Jobs Update Job information Ajob 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 kam save the new details Click KIM 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 want to save these
21. No Changed 14 367 99 14 367 99 Other Costs Incurred 57 395 80 44302781 Default Supplier Wo Retention 80 00 0 00 Create Date 0240511998 Quoted Date fe Quoted By pO Quote Accepted ee start Date ET Expected Completion Date EE MODEL H4 00L5 6 Machine No 60 Warranty Job Warranty Auth No Mode Job Criteria f Job Mode fe Active f Quote Mode Non Active Commercial Do and Charge Single Joblny Construction Closing a Job Menu option JOBS B Close Job Progress Preview E Pesen Print When all ofthe 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 pP P B Page 32 1228 Unit Renovation No Description O O O O O U U O b Note the same procedure applies for any Do 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 Purchase Orders etc have been entered and match Re Open a Job Menu option JOBS i 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 funct
22. P lli LABOUBO H EST LABOUR OVERHEAD RECOVERY FC 1 12RU CAB 12RU CAB 600x600x300 12RU FIP REI h NM o NI pan o rm X Cancel Y 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 SECTION 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 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
23. R screen 1 Select your Job Supply debtor this generally ZJOBSUPPLY check with your admin istrator ifyou are unsure Enter information about this stock usage The branch company Your Initials The Job Number double click to search if it is not known Press the ITEMS button or press Enter as it s the default button to move to the tab to enter the items For each stock item that was supplied from store warehouse or van Enter the Section Number double click to search Enter the quantity used Press the ADD button or the ENTER key to add this item to the confirmation area Press the INVOICE button at the bottom ofthe form to complete this supply Page 52 GENERATING REPORTS The Reports screen offers a range of creditor reports to assist you with managing your jobs Print Jobs Reports 1 Select FILE REPORTS Jobs Tab 2 Select the relevant tab and then report that you wish to run See Report Tabs below for the reports that each tab contains 3 Somereports 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 Report Options Open FILE REPORTS Joss The Jobs reports tabs provide a variety of reports which are grouped into Sub Tabs as shown below Job
24. Search 10139 Organize w Burn New folder Name Date modified Type a x Favorites BO Desktop ul PURCHASE ORDER 987456 7 11 2013 11 29 AM Microsoft Word D k Downloads t QUOTE repair Tractor 7 11 2013 11 30 AM Microsoft Word D 4 Dropbox 2 Thumbs 7 11 2013 11 29 AM Data Base File El 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 26 Entering Contract Pricing Contract Jobs Once you have entered estimate information for your contract job you should enter the total contract price on the front tab ofthe Job Setup screen View the summary contract information by clicking the ORIG CONTRACT S button Lab Est Quan 46590 LabEsts mma 2637 sa MatEsts 9166631 2697 848271 Total 539 380 31 5000148 Markup 25 37 Margin 21 24 Contract Amount Ex 50 000 00 Contract Amount Inc 455 000 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
25. als PE type leg i Lab Name PT A single summarised billing line will show for each employee Pay Type combination Materials from the payroll with the quan 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 Pressthe 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 59 A Job lmeobcing a Job Description aT aaa EE Debtor CENTRO ENTE PoWunber oo Job Nene Caderas Equipment Supiy Crier Division SERVICE gt Job dagas 6 71 Molrp Sheet BFORES COR EBA KEM BOXES Y 13 05 2006 PARES CAR ELG KON ETEY 100812006 HOURLY KEN BAKERY 1300512006 TRAMELL ML EBA EN ESKERT 139 2006 FARES KO CAR ES Gary OPRINGOH 13 05 3105 HOURLY Gary HPI 138 2006 HOURLY Gay HOPE Sea aie TRAVEL AUL ESA Gry HOPING 1305 2005 tj Profe 4 rveice K cance El Press me Ema Totals 05 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 click Invoice or e PREVIEW To pr
26. b Creditors Debtors Payroll Inventory Ledger Cashbook Window Help Rg AF DD 3 a ese F EY HE El Information Estimates Informatior 2 Variations Job Progress Costs Revenue Allowances Postings Purchase Orders Assoc Files Audit Job Details 7768 Demoville University Alteration Tupe Variation Details Contract Contract Alt Type Orig 50 000 00 w New Variation f Existing Pending Variation Description l Billing Adi Works Wariati yas No E EE Costs Hrs to Date lt 7 a Pend Authority Works 42 025 27 15 15 ending 2 Inslab amp underground works Appr 25 000 00 3 Cable trays supports Mon Appr Pac 4 Switchboards SCF amp T IB s B Maing reticulation amp termination 4 160 42 I amended 25 000 00 6 Earthing amp metering Estimate Summary Cabling 386 62 100 46 042 68 Labour 6 714 00 B Electrical accessories Material 11 451 66 9 Cable ducts Total 1 8 51 5 EE 10 Light fittings amp plug in equipmen 450 27 257 33 11 Exit amp emergency lighting Profit 6 404 34 12 Lighting control Profit Z 25 94 39 730 31 466 90 350 00 421 214 65 36 0 i All Sections New items at Cost gt inl Coe Damion av Im Toston ono DB 1 247L25 ES T 25mm 90 degree hd sweep ber 45 11 724 55 li 2 247L3D ES T 40mm 90 degree hd sweep ber SE 14 22 41 300 32 Stock Est Multi Select To add details to the Sections Page 19 1 Choosethe Sectio
27. b Criteria Preview t Job Mode Active Notes Quote Mode Non Active Print Commercial Da and Charge Single JobInv Construction TF To Quote Copy Page 13 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 Ensure that this debtor has the Job Update tick enabled in the Options Other tab and the Do amp Ch Default is ticked if this debtor usually requires Do and Charge jobs 1 Clickthe T button at the bottom of the screen to insert a new record A blank record will appear 2 Fill in the basic information about this job See Create a New Job Detailed Steps on next page 3 Determine whether this is a Do and Charge or Contract job and proceed as below For Do and Charge Jobs 1 Enter Allowances information See Job Set up Allowance Tab Types Do Charge on page 21 2 Enter Revenue information See Job Set up Revenue Tab Overwriting Rates Do Charge on page 22 3 Enter Costs information See Job Set up Revenue Tab Overwriting Rates Do Charge on page 22 For Contract Jobs 1 Enter Estimates information See Job Set up Estimates Tab Contract Jobs on page 19 2 Enterthe Contract price and Revenue Description lines See Entering Contract Pricing Contract Jobs on page
28. 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 142 Double Time Charge By AWARD yf Add All Award Clear All Records Awa Normal Time Normal Time Time 1 2 Z Time 1 2 Double Time Hourly Cost Double Time PI A Page 24 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 you 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 g Add File Remove File amp QUOTE repair Tractor docs Tractor Job 10139 pg Files can be associated with the Debtor either by using the App FILE button or Drag Drop direct from your s
29. ce 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 exactly what of On Costs Overheads are correct for your business they can be entered into the system via the FILE SYSTEM SETTINGS Joss tab fa Branch Maintenance System Preferences a la P Branch Tax Bank System Dates Payroll Creditors Debtors Debtors 2 Debtors 3 POS Inventory Jobs Jobs Jobs Quote Ledger POF Reports Data Transfer Emailing Automated Reporting Payroll On Costs amp Overheads A Employee Class OC Casual OC FT PT lt 0C Overtime Z U Section Ha DH Cas Z APPRENTICE QUALIFIED 4 Default Non Hourly and Mon Job Portion To Never Charge Job Billing ADMIN Creditors Detail Revenue v Non Stock Int Markup 5 00 ICONTRACT Contract Labour Int Markup iati VARIATION Variation Non Stock Rev Markup 15 00 Do and Charge Labour LABOUR Do amp Charge Non Stek Mat MATERIALS Do amp Chg Single Line Inve MATERIALS Revenue Grouping None el Billing Desc Hourly Hate ia t Labour Rev Markup or Related Topics For full details on the On Costs System Settings for Jobs please refer to the Accriviq 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 ofthe hard work for you once specific
30. 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 a job number 1 Select the job you want to update and click the CHG NO button on the right of the Job No field Depenption Dven Repar Wok Desc Oven Hepaes al Pizza Place 2 Enterthe newjob number and click OK Page 29 All transactions linked to the original job number will now be linked to the number Page 30 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 ifa Job has been set up in error and has not yet had any items posted to it See Delete a Job on page 33 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 Seethe Jo
31. d 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 5 BILL CLIENT DD amp CHARGE CONTRACT PURCHASE ORDERS CREDITOR INVOICES Page 6 PAYROLL DEBTORS JOB SUPPLY f JOB DIRECT COSTS GL CASHBOOK JOBS SYSTEM SETTINGS Full details ofthe 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 Job Sections Menu option JOBS File Maintenance P ni 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 28 Job Section File Maintenance lal Section No Description Att Create DCJ Auto Create Conj 20 Fire detection 21 Public address 2 Audio visual 10 Authority Works m 2 Inslab underground works E 3 Cable trays amp supports 4 Switchboards SCF TOB s E 5 Mains reticulation amp terminations l 6 Ear
32. ed you should not invoice until this has been corrected Page 62 Single Invoice a tick will appear in this field ifthe 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 63 PROCESSING FINANCE CHARGES OR EARLY PAYMENT DISCOUNTS FOR CONTRACT JOBS 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 e Thebranch company e Your Initials e The Job Number double click to search if it is not known 4 Select the Billing Adj option from the Job Post Type panel 5 Press the ITEMS button or press ENTER as it s the default button to move to the tab to enter the items 6 For each charge line to be added to the invoice or credit 3 Enterthe Stock Code Press F4 o
33. em when you first save the job it records 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 information 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 If the 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 Page 16 e 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 e Contact amp Phone No Enter the primary contact name and phone number for this job e 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 e Cust Rep No amp Other These are free entry fields used for varying purpo
34. eview these charges click Preview do not close down this screen yet as further changes that may be required Credit Notes In order for all Costings to be captured correctly it is essential that you pass Credits through the Job Invoicing screen Thesame 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 Enterthe credit note date Page 60 Select the branch company of the invoice to be credited Click the SELECT button Select the entries to be credited If the entire invoice is to be credited double click on the invoice reference in the top grid or If selected 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 Check that the credit total in BLUE is correct and press the POST button Page 61 JOBS BATCH INVOICING The Batch invoice menu should be used for any jobs where the works are to be billed exactly as per t
35. ext line of the 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 linecan be started Users can then see at a glance which step is holding them up and who to contact aboutit Enter data here by typing the relevant line number if multiple lines apply separate the numbers witha example 1 2 4 8 Somesteps may be able to be worked on at the same time and assembled at the end there fore 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 ofthe job runs over Page 49 10 11 12 13 Notify User When Done use the drop down to select the name of the User who needs to be advised when this step is complete usually the next person in the progress line Email settings in File User PREF
36. f 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 Your Accrivia Support Team Page 12 FINDING CREATING AND CONFIGURING JOBS Menu option JOBS a 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 L EMO PI Y LID Job Setur i File Job Creditors Debtors Payroll Inventory Ledger Cashbook Window Help CUA HA DIRE ee OP a Blt amp i Information Estimates Information 2 Variations Job Progress Costs Revenue Allowances Postings Purchase Orders Assoc Files Audit Job No 7760 Image Control AkJobNo ME zb Progress Description Demoville University Chent Code CENTRO Wark Desc Demovile University Branch ADMIN vr Address Demo Road Supervisor Code University Building A 1 Scheduling Wo y Contact JASON Financial Position Phone ossse20700 50 000 00 Inc GSTIJ 55 000 00 PO Number FE Amended Ex Q 825 000 00 Inc GST 27 500 00 lol CC ni Hat 9876000 Paid 3 760 00 bhe Costs Incurred garasi I 1287 09 Default Supplier Retention WIP x 139091 Leste Date it Quoted Date 13207 2012 Quoted By 1 Quote 4ccepted EX Start Date 01 2012013 Expected Completion Date ie Practical Completion Date ie Practical Completion Date 2 ie Mode Jo
37. g 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 contracts 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 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 an
38. he 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 KN Batch Invoicing for Jobs Department MELB pate PFE Debtor Show Zero Amounts 717 15 271 71 10013 MELB MEDCOPROD I E don 530 40 52 04 10014 MELE MIDCOPR OD 4 6454 62 645 46 FP 7 E Select Al Ti Deselect Al Total Inveiced Ex 0 00 Prn Inv Mere X cancel NG woke Select the appropriate Department Branch Add the date required Add your Initials Make the selection to see either Internal orders or Customer Charges Te W N 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 ifyou have ticked them in error then select the correct lines as applicable 8 Choose which Print option is required 9 Click FINALISE Open Po s a tick will appear in this field ifthe Job No currently still has Purchase Orders in the system that have not been finalis
39. he stock items and a summary ofthe Margin totals Jobs Job Progress Tab Not every user will utilise this screen which allows you to set up a Step by Step progress chart on howto 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 48 Job Set up Revenue Tab Overwriting Rates Do Charge 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 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 Page 22 The process of setting up do and charge revenue rates is the same at a debtor or Job level Materials Set do and charge 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 pR Job Setup Information
40. ice information including e Date of Invoice e Your initials e Confirm the other details on the top of the screen KB Job Invoicing Job ha a Dama nc PO Number ob Hame Comment Branch CONTRACT Jeb aras SETUP Current 5187 00 31 50Days 0 00 5l 9Da 50 00 1 Days On Order 0 00 Tou 5187 00 Credit Limit 510 000 00 Credit Awal Hagod DO FF Amended Contract Amt 450 50 ma To um red Corts ALM Mn 11 010 93 81 00 93 Cora Damgo kash Poa E ps Bat Dard Job lt Prang T Tanaman 1 Adora Dalas invoca Toral E o MO 3 The bottom grid will show the base contract amount and any variations that have been approved 4 Under This Claim enter S amount or to be charged or credited Page 56 If entering an invoice enter a positive amount or percentage If this is 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
41. ion to bring the details back into the current system 1 Open Joss 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 33 Creating And Approving Variations Contract Jobs Only 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 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 ifthe client has agreed to and agreed to pay for this adjustment to the original contract The charge for this variation will appear in your billi
42. is job e O Quan Click this button to set stock line quantities for all sections to zero 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 Page 20 Job Set up Allowance Tab Types Do Charge 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 e Allowance e Period of payment e Hours needed on site to qualify e Amount e Status values if applicable none 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 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
43. n 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 Enterthe expected Quantities of Stock items 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 Generally these are LABOUR MATERIALS and SUBCONT 5 Click back on the Information 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 ba Multi Select i Click this button to view the stock price total based on the current price listings e Refresh 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 th
44. ng 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 rec tify a problem or where 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 ifa 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 DETAILS tab 2 Choose New Variation in the Alteration Type options Page 34 3 In Variation Details drop down box select Pending Approved or Non Approved see above for an explanation of each of these types 4 Entera description of the variation this will appear on reports 3 Sub Ceti 5 Hhh mel Deles 5 Choose Section number that the variation relates to 6 In details section below highlight last line and arrow
45. ntract Jobs Only 34 Creating a Variation 34 Approving a Variation 36 Searching for Jobs 36 Jobs Options TaD u uuu a pullu uuu pita nayasa FG a Oe utaq 38 Usine the Options PUNCH OI uu u ad ida inci 38 Add a New Option 38 TOWNS AA 39 A AA A 39 Activate AN OPUON u ullu ada li eo 40 Copying Options 40 Page 3 Reports for Options 41 Creating Job Purchase Orders 42 UA u uu mu banana ahha kn maa a aaa kna shana bunuh asa 42 Non stock Purchase Orders 46 Jobs Progress Overview 48 Set Up a New Job Progress 2a ull il mas danda nna hd Na pas iu huuu hana hala aah 48 Copy a Previous Job Progress Chart 0 cece cece cece eee anann oaaao nananana n 50 Job Progress Tracker
46. nue Allowances Postings Purchase Ord 768 Image Control Alt Job No Pn Description Demoville University Client Code AGRO Work Desc Demoville University Branch ADMIN Nd Address Demo Road Supervisor Code Pe University Building A f f f fr Scheduling Or Y Contact HU Financial Pozition Phone HU Orig Contract 50 000 00 Ine GST 55 000 00 PO Number Amended Ex 25 000 00 Inc Gstj 27 500 00 Cust Rep No ON Charged 5760 00 Paid 3 760 00 Other Costs Incurred ss 4 472 97 Mita 1 287 09 Default Supplier PF Retention AP 3130 91 Create Date 22 Quoted Date 11 3072006 Quoted By HE Quote Accepted EC Expected Completion D ate Es Practical Completion D ate Es Mode Job Criteria Job Mode Active E Presi Quote Mode C NonActive Es Print Notez p _ Commercial Do and Charge Single Job Is Construction IT To Quote Jy Te war 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 Page 51 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 ORDE
47. p SET UP screen FINANCIAL POSITION section compare the values in the following 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 31 AY Job Setup Information Estimates Information 2 Variations Job Progress Costs Revenue Allowances Postings Orders Assoc Files Audit Job No b fi Image Control Alt Job No G005401571P Description AY5TER H4 00XL 42882 Client Code HU Work Desc r Department DD Address Wo Supervisor Code gt Ce Scheduling Pe Pe Contact PO Financial Position Phone PO Orig Contract 14 367 99 finc GST 91520479 PO Number AmendedEx 14367 99 IncGST 1580479 CusRep
48. r double click to search This would be a non stock item likely from a stock group linked a revenue account for other income 4 Enter the quantity required 5 Enter the price in either the Rate Ex Amount Ex or Amount Inc field Page 64 6 Press the F6 key to alter the description for this billing line 7 Press the ADD button or the ENTER key to add this item to the confirmation area 7 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 65
49. rials amp labour can be easily tracked through the Creditors Inventory amp Payroll modules there are other hidden factors that must also 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 a Job 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 a Job 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 Page 9 Accrivia can provide assistan
50. s 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 amp 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 Page 53 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 e Post Type select Materials or Labour e Job No double click to search a list of jobs the job details will be shown in the right hand panel e Reference enter a brief description maximum 20 characters e Date enter the posting date e Section No double click to select from a list the section details
51. s 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 Page 38 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 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 Infomation Erime Opens Inkaamahon 2 Wanakona Job Peogeess Costs Revenue Momances Postre Orders Assoc Files duxi Job Dask 45 MAT G PERO ROOMS Option No Dear s mars Amour inc Comment Creation Date Added To Ez A3363 As Va k 1 Option 1 in Video Hi 1385000 EAL 1 1808 180UE1 51 STEEL BEAM 2 5 500 NN KOS Sector No Subsection No Lre Stock Code NET Quartet Rate arora Comment J k 3 al 2 BANDS Bandiar i HOM 52400 NO 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
52. ses depending on your organizations needs check with your administrator on the information required here e Default Supplier If one main supplier is used for this job enter their code here or double click to select from a list e Quoted Date By amp Accepted dates Enter the quotation date person that quoted and dates the quote was accepted by the client here 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 helpful 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 S 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 without 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
53. the Quan Estimated field Page 44 e Rate Ex the value listed against the items relate the values listed inthe original Job Estimate 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 ordered 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 P051 AP Stock Order amp
54. thing amp metering m l Cabling E 8 Electrical accessories m 9 Cable ducts 10 Light fittings amp plug in equipment m 11 Exit amp emergency lighting E 12 Lighting control m l 13 UPS amp motor control 14 Communications E E 15 MATY l 16 Security 17 Intercom Hi 18 CCTV 19 Nursecall E E E E E Blank Re Rende 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 newjob Page 7 Once the File Maintenance details are set up it is then used as a template on every new job in the Jos 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 Job Setup BLIE 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 C Contract Alt Type mi Orig 50 000 00
55. this job e WIP Work in Progress calculated as Total Costs Incurred at marked up value minus Total Charged Page 17 e Mode Select Job Mode to view jobs or Quote Mode to view pending jobs that have been quoted but not yet converted to ajob 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 click the To JoB button If no postings have been madeto ajob 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 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
56. tion in that tab to make any further changes as that Option has been fully integrated into the Estimates 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 2 option 2 final SETTI e Contract Total ex 2 825 00 Copying Options This selection will allow you to copy the Options from another job into a newjob 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 Page 40 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 Reports for Options Go to REPORTS JoBs JOB ESTIMATES OPTIONS Page 41 CREATING JOB PURCHASE ORDERS Stock Purchase Orders 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
57. tons sio ta saauseghssussnasamaqus und hi 21 NODS Variations TD suas ins Taaa 22 Jobs Job Progress Tab 22 Job Set up Revenue Tab Overwriting Rates Do 4 Charge 22 Materials Set do and charge rates 23 Labour Charges Set do and charge rates 24 Associated Files Jobs 25 FIC TO E a iii 25 Changing IS Names ner o a o E Gato ca tl eee 26 Entering Contract Pricing Contract Jobs 27 Viewing Job Transactions 27 Job Set p Postings Tab a u T uy l l I lQ due T den 28 JOO SET UP OrderSiTaDi 2 uo u uu ara en deban has 28 Job SETUP Audit TaD au Zt A E 29 Maintaining Jobs 29 Update Job information 29 ENMENDAR k A D 29 Jobs Closing a Job ous dudan as aaa nd iha ao sed el ir ed saa ai Ga a erie 31 B elore CIOS INGA AA 31 AA AA 32 FG Open a o A 33 Delste a Orcasitas 33 Creating and Approving Variations Co
58. umber 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 ofthe 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 arein the correct sequence Use the Down Arrow to add a new line Page 48 2 Description Details of entry here will appear on reports and should accurately describe this procedure 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 suggested 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 n
59. urchase ordered Ceia Bag Taas Sa l eect Cri uska MALA Dia Dala Duss Lada Ha ng bal ka PAG ka Paka TAN fjr Tr Kag Chato sah Camara E sp Dua arr A A Ary eet A Diary 6 Press OK to return to the main ordering form Page 46 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 47 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 f Job Setup Information Estimates Information 2 Variations Job Progress Costs Revenue Allowances Postings Purchase Drders Assoc Files Audit Job Details 7768 Demoville University Line No Description 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 Clien 01 01 2013 3 03 01 2013 2 Order special Stock Allow 5 days 14 01 2013 5 3 Build the product 23 01 2013 8 1102 2013 1 2 4 Advise Client it s ready for delivery 12 02 2013 1 X Clear All Lines 4 lt q4q b P x 5 To Quote By Tovar E3 Copy Once a new Job n
60. ve 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 Options Infomation 2 Vanshona Job Progress Costs Revenue Alowances Postings Orders Assoc Files Audit Job Details 465 MAC G RENO ROOMS Abasia Type Option Detad e se Comment Section No Name Est His Var Hre Has to Date His to Compl Est Costs Var Costs Coats To Date Cott To Compl 1 PRELIMINARIES 0 00 123340 2 SETUP 5SITE 4JOB 11 500 00 T 1 2330 31 COMCHE TE MU MI 4 TIMBER FLOOR 0 00 5 WALLS TRUSSES 0 00 amp FRAMING TIMBERE 0 00 1811234 000 0 00 1 454 90 0 00 11 509 00 0 00 123654 93 _ SubeectionNo Derciption Cat 1 Slab 000 2 Garage 1325 3 Paths 4 Letra Line Stock Code Description Oty Total Amount Variation Option Mo Cost Commen 1 18048 10006161 STEEL BE 5 149125 1 man 2 BANDGAWT Banda 24000 1 400 00 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 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 item
61. will be shown in the lower right hand panel e Inc Dec select whether this posting is an increase charge or decrease credit in costs e Hours Qty Base Rate and Base Amount enter the quantity and cost ex of this post ing the total amount will be automatically calculated The revenue amount charged to the customer will automatically be calculated by the system e Comment enter a full description and any comments about this posting Page 54 Post Type MATERIALS Job No 83340 Reference HARDWARE bate 020 DD Sechon No 5 lulat Ine Dec INCREASE B anch EASTERN Hours Qty 1 00 a l Mame Materials incl Diekwery Base Rate 17 50 Estimated Invoice Base Amount 117 50 0 00 4 762 50 Comment pes supphsd 2 Press the POST button to commit the posting Page 55 CREATING CONTRACT JOB INVOICES amp 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 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 Enterthe Job number to be billed or double click press F4 to search for a job 2 Enterthe invo
62. xz Stock Purchase Order Batch Select a Creditor Branch ADELAIDE Reference 114356 Date 1071 222013 Delivery Delivery Address aes Demo Road Exp Date Dep i rm Company University Building Exp Date Ary i Pickup Direct Job Comment pot Gode __ Desoriptien S upp Quan ltem Co Bl IBRNO525 525 Nylon round unit 1000 4 i Line Me 0 0000 Total M2 0 0000 Total Amount Ex 42 68 Delete Li Line Weight 400 0000 Total Weight 400 0000 Total Amount Inc 46 96 Seen Branch ADELAIDE PO Type lab Job No 7768 Section No 7 E Post XK Cancel Load Print To IN one ki Page 45 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 your own reference or to have the system automatically assign a ref erence tab through this field e Address of your company orthe 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 e 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 p
63. ystem 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 25 Organize w Burn New folder a YC Favorites Name Date modified Type HE Desktop CREDITOR 6 11 2013 3 40 PM Filefolder Je Downloads J DEBTOR 7 11 2013 9 41 AM File folder Dropbox Le JOB 5 11 2013 5 19PM File folder El Recent Places Ly MACHINE 5 11 2013 5 22PM File folder Within each module further folders are created one for each Creditor Debtor Job Machine You 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 s Working Phil Mp Assoc Files JO 2 4 Search JOB Organize w Open Burn New folder de E Name Date modified Type HE Desktop k 10139 7 11 2013 11 30 AM File folder i Downloads JN 10150 5 11 2013 5 20PM File folder Click on each job to see details of the files contained within Example of the individual files for Job 10139 JOB 10139 A

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