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Creating Jobs

If your business completes servicing or on-site/in-field jobs, our Jobs module lets you cut down on manual processes and manage your jobs with ease. There are several ways to create a new Job:

  1. From the Jobs module.
  2. From an Asset record.
  3. From a Sales Order.

Create a Job from the Jobs module

To create a Job, head to the Main Menu -> Operations -> Jobs. Here you’ll see a list of the jobs your business has completed or has scheduled.

Here you’ll see a list of the Jobs (both scheduled and completed) in your system. In order to create a new job, click the New Job button in the top right.

Create a Job from an Asset

To create a Job, head to the Main Menu -> Operations -> Assets and select the relevant Asset record.

Click the Add Job button in the action bar. A new Job will be created on the Jobs tab below and you’ll be able to open the job sheet and edit it as required.

Create a Job from a Sales Order

Open a Sales Order and choose Generate > Job from the blue activity toolbar. Note that this option will only be visible if you have Products on your order that are set to Auto-create Asset when sold.

On the Sales Order, you will then see a link at the top to the Job record.

On the Job record you will see a Sales tab – click here to view the associated Sales Order and click on the record to open it.

About creating a new Job

Our Job creation screen works in a similar way as our quote, sales order and invoice screens. You’ll see a familiar layout, with general job information at the top, and an itemised list further down the page.

However, Jobs differ in that instead of adding items you’re selling to a customer, you add items that would be used/involved in the completion of the job. These may include service parts, business assets and time (labour).

Add a customer

Let’s run through an example of a lawn mowing job (you can access an example of a service job by clicking here). Let’s start by entering the customer and/or contact. For this example, we’ll say it was for a local high school. If you’re completing Jobs in-field, you’re able to create a Company or Contact inline if they don’t already exist in your system.

The job number field will populate automatically when you save the record, otherwise, you’re able to override this by entering a custom job number if desired.

Customising Job Types & Statuses

Go to Admin > Settings > Jobs and click on either Job Type or Job Status to open a pop-up window to edit the field.

Click on an existing value and select Edit or Delete or just click Add to put a new value on the list.

Scroll to the right and use the up/down arrows on each value to change their order on the list.

Add a Type & Status

The Job Type and Status fields let you provide additional detail to describe the jobs you complete (these dropdown lists can be edited by heading to the Main Menu -> Admin -> Settings -> Job Settings, selecting the appropriate list and then editing to suit your classifications).

Add Dates & Times

Further down we’ll see the start and end date/time, this lets you define when the job was completed and how long it took – helpful for internal tracking purposes and also to align with any labour hours you include on the job list.

The due date can be used for jobs that may be scheduled but have not yet been completed, or can be used as a traditional due date to show when the job must be completed.

Add Attendees and a Sales Region

Attendees can then be added to keep track of any employees that were present/involved in the job and the Sales Region can be assigned to ensure the job is grouped in the correct category – helpful for reporting and sorting.

Add the location

Below this we’ll see the location fields. These let you define the job location if it’s off-site.

You’ll notice the address fields will auto-populate based on the customer/contact the job is related to, however, you’re able to override this information if the address differs from the one stored in CRM. For our mowing example, we’ll stick with the listed address of the high school.

Add items

Finally, we move on to the itemised job list. This is where you add items that are to be consumed during the job. You’ll notice that Time is there by default. This refers to any labour that was required to complete the job. For example, let’s say the mowing job took a total of 4.5 hours to complete. We’ll enter the appropriate labour item (taken from your product list), input the start and end time, and define the amount (in this case we’ll say it was $100/hour = $450 total).

Then we’ll enter any description required for the labour. For this example, let’s separate the labour into two components – mowing of the Sports Field and mowing of the Decorative Garden.

Add an Asset

By clicking the Add Asset button, or by clicking the small arrow beside the Add Asset button, we are also able to include:

  • Assets that are being serviced (more information on this can be found by clicking here)
  • Subtotals (to assist in grouping different elements of a larger job)
  • Comments (to provide further description on the job sheet)

Once the job sheet is complete, click Save and Close.

Save & add Attachments or Notes

You’ll then be able to view the job sheet, Add Attachments and Notes, and create Sales Orders, Quotes and Invoices for the job with ease.

Generate a Job Sheet

From the record toolbar, click on Preview > Job and a a PDF summary of the job will open in a new tab.

Generate a Service Report

See this guide for more information on how to set up and use Service Report Templates.

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