User Manual Quick Reference Guide
Contents
1. SZ JobStream J Total Workflow Solutions AN User Manual Quick Reference Guide Index Glossary of Terms PART 1 0 PART 2 0 PART 3 0 PART 4 0 PART 5 0 PART 6 0 Viewing the Calendar Selecting Your Job for Today Start Time Tracking Adding Materials to the Job building the Invoice Stop Time Tracking Completing the Job Email Invoice to the Customer Viewing the Calendar of COMPLETED Jobs Function Buttons on Customer Page Detailed description of Function Buttons Page No 10 11 12 13 Glossary of Terms Attachment Any uploaded document or attachment connected to a job For example Job Plans OHS Procedures Dial before You Dig Plans Safe Work Method Statements etc Calendar The Calendar displaying Blocks of time representing the various Jobs Scheduled Category An advanced feature that may not always be needed by every User Tasks Work Items and Materials may be grouped by Category so that searching the data base is streamlined Comments The field where Job Comments may be entered A very useful tool when using JobStream Customer The customer is the client for whom a job is scheduled Customer List A list view off all Customers Device refers to the iPad Laptop or Computer working with JobStream Invoice The Invoice generated by the System after Job Completion Job Any Job entered into the System and Scheduled on the Calendar Jobs List A lis2. Customer Workforce on tap Name Phone Tenant Workforce on tap 0438162382 Site 21 Broughton Cirt Zu k laurent bigpond com Status Suburb Murrumbateman State Comments ACT v Once you ve returned to the Postode 2582 Customer Page touch the BLUE Type Status bar and from the drop down Assigned To menu select Complete then touch Save Cancel v Save Fig 9 PART 3 0 Emailing the Invoice to the Customer 1 Now that the Job has been completed all that s left is to email the Invoice to the Customer From the Customer Information page open the invoice Check that all materials and Time that need to be charged out are listed 1 00 PM 87 w Telstra 4 Job List Calendar Options Back Job Details Job 42 16 2609 Spotless HACS Job Details User Keiran Laurent Schedule Task Attachment Workltems Materials Time Invoice Contact Name Customer Spotless HACS Mrs Samundsett Vie Mrs Samundsett SE 11 112 Lambrigg Street Touch the Invoice button to Suburb pe view and check invoice prior to emailing to the customer State as per BER Postode 2607 Type i Assigned To Ashley Connor v Cancel v Save 2 At the bottom LHS of the invoice screen touch Send 10 39 AM mil Telstra gt Customer Janice Laurent Contact No Janice Address ircui 21 Broughton Circuit m noi Coin Email janice laurent bigpond com Select GL Code Site Addres
3. Sink RHS Right hand side of the screen LHS Left hand side of the screen PART 1 0 Viewing the Calendar The Calendar in the JobStream Total Workflow Solutions gives the user an instant snapshot of scheduled jobs for all users including location Job Number times and dates scheduled At any time the user may view today s scheduled jobs job booked in for future dates or Jobs that have been completed in the past By touching the Calendar button top RHS of screen all jobs scheduled for all users will be displayed on today s calendar Each job will be represented by a solid block of blanked out time Within this block is displayed the system generated Job Number and the Suburb location of the job The next two working days of the week may be accessed to view the schedule simply by touching one of the other two dates displayed By touching a block of time on the Calendar the Customers Home Page details of that particular Scheduled Job will be displayed and allows viewing of the Job Details Schedule by Day for 22 02 2013 Calendar Options 2 Tool bar GEES mes Ashley Connor Cameron Watt Jeremy Hodnik Peter Laurent IEE a i i EEA ee Curtin 09 00 09 30 52416 2711 352 10 2154 oe The date can be changed using the date Beiconnen Calculator to view any R forward or past Job Touching any of the Time Blocks will open the Customer page for that particul
4. View this System Your User Allows you to return Jobs Details generated Name the Calendar and lab Number view at any time at__ Telstra gt 4 03 PM Back Job Details Workforce on tap Job Details User Keiran Laurent Schedule Task Attament Workltems Materials Time Invoice View the Invoice generated for this iob An Admin Function Button ustomer View Start Time See who Work Items and j attachments such l Tracking else other eens ONE Materials used as il than you is Re on the Job i klaurent bigpond Return at any time to scheduled view the Job List for the Job DETA See the Job Tasks undertaken on the Job Type i Make full use of the Assigned To n s Keiran Laurent S comments box with a brief detail of the Job Comments ACT v Postoj Requirements Cancel v Save 12 PART 6 0 Function Buttons Detailed Description The second tool bar displays the following buttons on the Jobs Details page e Schedule Touching the Schedule button opens the screen displaying the user s who ve been assigned to the JOB e Task Touching the Task button opens the Task screen where tasks relevant to the job can be selected from the drop down menu accessed by touching the All Category field and making a selection from the list e Attachment Touching the Attachment button opens the screen displaying any attachments pertinen
5. the Material to be selected then you will be prompted to enter a quantity for that item on the following page Fig 5 once you have entered the quantity then touch Save ml Telstra gt 5 00 PM 67 Back Job Details Job 54 1 2721 Workforce on tap Material Item Details User Keiran Laurent JobList Calendar amp Options Schedule Task Attachment Work Items Materials Time Invoice Category ltem Service Charges Code M1C002 Description Service Call Cost 60 00 Quantity g Enter Quantity After you enter the Quantity of Materials touch Save Cancel X Remove Save Fig 5 7 Enter the Quantity then touch Save 8 The following page Fig 6 will appear and this is the beginning of the list of service charges materials and work items that the system will use to build the invoice m Telstra gt 5 02 PM 66 m Back Job Details Job 54 1 2721 Workforce on tap Material List User Keiran Laurent Job List Calendar Options Schedule Task Attachment Workltems EE Time Invoice M1co02 Service Call Touch Add from List each time a new Material is added to the job touching Save after every entry V Add from List Y Service Call v After Hours Surcharge vV Add Supplier Invoice Fig 6 9 Continue to touch Add From List to select next the items for the invoice Continue adding from the Materials List until all items that need to be invoiced have been included 10 Once all Material
6. ar Job details 49 14 2673 Torrens 50 10 2684 O Kambah 14 30 15 00 15 00 15 30 50 7 2681 Farrer J Bonython 1R NN 16 3N Fig 1 the Calendar Displaying Scheduled Jobs All time blocks on the Calendar in the above example are coloured Charcoal This colouring informs the viewer that the jobs displayed have been scheduled but not yet completed Part 2 0 Selecting your Job for Today On arrival at the Job touch the Block of time on the Calendar Fig 1 representing that particular job today the Job Number and Customer Details page Fig 2 will open as shown below mt Telstra 4 03 PM 43 EJ Back Job Details Job Workforce on tap Job Details User Keiran Laurent Job List i Calendar Options Schedule Task Attachment Workltems Materials d Contact Name Once you have i y pisi 0438162382 opened the j Email k laurent bigpond com Status Murrumbateman Comments Customer screen and you are ready to commence the ACT v Job touch the Time ke 25 signed To a P field as much as possible It can give the User a full picture of what needs to be Button to commence It s a good idea to use the Comments Automatic Time Tracking done on the Job Fig 2 1 When all is in readiness to start the Job touch Time and the following screen will appear Fig 3 ml Telstra gt 7 34 AM CETAN Back Job Details Job 52 2 2697 Workfo
7. e e Tasks touching the Tasks button allows entry for a description of the task to be undertaken e Work Items touching the Work Items may best be described as a subset of the Tasks button allows a more specific detail of the Job to be entered e g a specific task at a specific location on the job e GL List touching the GL List button allows Job Codes to be added to differentiate between Job Types e Procedures touching the Procedures button allows to upload a Procedure for later attachment to any Job e Users touching the Users button allows the adding of Users employees using the various iPads to the System e Reports touching the Reports button opens e Device touching the Device button allows pairing of a device iPad or computer to the System 13
8. rce on tap Times Worked List User Keiran Laurent JobList Calendar Options Schedule Task Attachment Workltems Materials Mime Invoice To start automatic time tracking touch Start Time Tracking Fig 3 2 Now touch Start Time Tracking and automatic time tracking will commence IMPORTANT NOTE It is not necessary to Stop Time Tracking until ALL aspects of the Job have been completed 3 To add Materials to the Job and start building the invoice Touch Materials and the following screen appears Fig 4 wm Telstra F 5 50 PM 95 mm Back Job Details Job 67 3 2846 Spotless HACS Material List User Keiran Laurent JobList Calendar amp Options Schedule Task Attachment Work items Matenals Time Invoice There is no material selected yet Touch Add from List to select the material used on the Job vV Add Supplier Invoice vV Add from List Fig 4 4 Touch Add from List Fig 4 and then touch the All Category button and from the drop down menu select the relevant Category for the materials w Telstra gt 7 51 AM Back Job Details Job 82 2 0004 Workforce on TapWorkforce on Tap Materials Category Sear JobList Schedule Task Attachment Worklitems Materials Time Invoice All Category Touch All Category button Fig 4a 5 Once you have selected the desired Category from the drop down menu then touch Search to find the Material to be added to the Invoice 6 Touch
9. s 21 Broughton Circuit Total Time 0 45 95 00 166 25 16 63 182 88 Total Materials 0 00 285 00 28 50 313 50 Grand Total 451 25 496 375 Invoice Comments There is no Workitem record found TRAV 001 TRUCK 001 Re Once the Invoice details have TRUCK HIRE PER HOUR been checked for accuracy touch Send 27 03 2013 27 03 2013 0 0 af X Cancel 10 PART 4 0 Viewing the Calendar of Completed Jobs Once you have Selected Complete from the drop down menu on the Customer Job Screen when you return to the Calendar Fig 10 touch Calendar top RHS of Job Details screen you will see that the Block of time for this Job will have turned RED This signifies that the Job has been Completed and an Invoice generated by the system as shown below OUHBUUIS vy way IVI curverculo sii amn User Ashley Connor Cameron Watt Jeremy Hodnik Peter Laurent Ryan Nolte Brad Laurent Stiri i Roid Reid p8 30 09 00 E LE oras i Reld J Reid 30 10 00 TEGE means rs Braddon LE 30 11 09 EEEE soa i Hackett i LL 30 12 00 12 00 12 30 43 10 2621 Eu Once the Job has been COMPLETED the oe ee Block of time on the Calendar will appear in RED signifying that the Job is in fact 14 00 0 COMPLETED and an Invoice has been generated by the system 11 PART 5 0 Function Buttons on the Customer Home page
10. s have been added to the Job and ALL WORK HAS FINISHED touch Stop Time Tracking ml Telstra gt 7 34 AM Back Job Details Job Workforce on tap Times Worked List User Keiran Laurent JobList Calendar Options Schedule Task Attachment Workltems Materials Mime Invoice 21 02 2013 Peter Laurent 22 02 2013 Keiran Laurent Once you have entered ALL Materials AND ALL WORK HAS FINISHED on the Job touch Stop Time Tracking Your pe 7 Invoice has now been generated by Job Stream IMPORTANT NOTE Even though all materials may have been added to the Job DO NOT touch Stop Time Tracking until ALL WORK HAS FINISHED 11 At this point a touch Job Details at top RHS of the screen Fig 8 to return to the Customer Job Screen Fig 9 m Telstra 5 02 PM Job 54 1 2721 Workforce on tap Material List User Keiran Laurent Mico02 Once you have Stopped Time Tracking touch Job Details to return you to the Customer Screen vV Service Call v After Hours Surcharge vV Add Supplier Invoice vV Add from List Fig 8 12 On returning to the Customer Screen touch the BLUE Status Bar Fig 9 and from the drop down menu select Complete then touch Save 13 The Job is now COMPLETE and an Invoice has been generated by the system m Telstra 4 03 PM Back Job Details Job Workforce on tap Job Details User Keiran Laurent Schedule Task Attachment Workltems Materials Time Invoice Contact
11. t to the individual job such as site plans dial before you dig plans official Customer Job Order etc These attachments are added by the System Administrator An attachment can be opened simply by touching the desired Attachment e Work Items Touching the Work Items button opens the screen displaying a further more detailed description of actual tasks carried out on the job Again by touching the All Category button on this page will display a list of Work Items which may be selected e Materials Touching the Materials button opens the screen displaying materials used on a job This screen also displays the material Item Code the Material Item Description and the price of the item This screen also allows the user to select such items as Service Call Charges After Hours Surcharge and the ability to select materials form a hard copy of a Suppliers Invoice These buttons are located at the bottom of the Materials page e Time Touching the Time button allows the commencement of the automatic time keeping feature by touching the Start Time Tracking button immediately the user arrives at the job Time keeping will stop by touching the Stop Time Tracking button This is usually done when all work and data entries have been completed and the job is considered finished e Invoice Touching the Invoice button will display a copy of the Invoice that has been generated by the System reflecting all chargeable Time and Materials consumed by the Job
12. t view of scheduled Jobs Job Number A Job Number generated by the System during the Scheduling process Materials Materials that have been entered into the data base or inserted by the user from a Suppliers Invoice that will be booked out on a Job Schedule The time allocated for Jobs in the scheduling stage will arrange Jobs in blocks of time on the Calendar Task A brief description of the Job to be undertaken by the User E g Repair Inspection Service Call Check Leaks etc Time The Start and Finish Time scheduled for a Job Time Tracking The function enabling a User to start the automatic Time Keeping once on the Job Tool Bars First Tool Bar When viewing a Job Detail Screen there are two tool bars at the top of the screen Referring to the First Toolbar in this manual means the Tool Bar at the TOP of the page Second Tool Bar Referring to the Second Toolbar in this manual means the Tool Bar below the First Toolbar Type The type of Job E g Do and Charge Quotation Quoted Job Recall Status The Status of the Job New Quoted Scheduled In Progress On Hold Complete Complete and Paid User all employees accessing JobStream with an iPad and included on the Calendar are referred to as Users Work Items Advanced Feature an expanded description of the Task Work to be carried out on the Job E g the Task is be Check Leaks The Work Item then might be nvestigate leak under Laundry
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