Adding a Job

FIELD

COMMENTS:

No.:

Job number – manual or automatic

Description:

Enter Job description

Sell-To Customer No.:

Enter customer to be billed for this Job

Sell-To Customer Name:

Name defaults from the Bill-To Customer No. entered

Bill-To Contact No.:

Enter main Bill-to contact. (Only used if you don’t use the CRM Contact above)

Salesperson Code:

Enter Salesperson Code for this Job

Salesperson Name:

Name defaults from the Salesperson Code entered

Contract No.:

Enter the Job contract number

Contract Date:

Enter contract date. Note: this date is critical for Progress Billing, especially when you are issuing change orders

Contract For:

Short description of contract

Contract Type:

Select the Type of Contract

1. Blank

2. Contract Fixed

3. Contract Not To Exceed

4. Time And Material

5. Contract Fixed – AIA

Contract Sales Price:

Enter Total Contract value here

Use Job Material Planning:

If you are using the Job Material Planning module for this job, toggle this option

“on”

Job Est. Start Date:

Enter date that Job is expected to start.

Job Est. Completion Date:

Enter date that Job is expected to end

Job Contact:

Enter the Job Contact Name

Job Class:

Assign a Job Class: Master Job, Sub-Job, Change Order, or Extra Work. Note: When creating a new Job, the default Job Class will be a Master Job

Sub-Level to Job No.:

If this Job is a subordinate to another job, then indicate what job has a higherlevel. Note: When creating change orders from your Master Job, this link will automatically be created

Exclude from job forecast:

Manager:

Select the Manager for this job.

Manager Name:

Name defaults from the Manager entered above

Estimator:

Select the Estimator from this job, if applicable

Estimator Name:

Name defaults from the Estimator entered above

Default Job Retention:

Enter retention percentage to be held on Progress Billings

Manager Job Status:

Enter status of Job as: Estimating, Quoting, Verbal Approval, Approval, Planning, Running, Hold, Completed, Billed, Paid, and Closed. Note: this status is for informational purposes only.

Job Status Date:

Date of manager Job Status change will automatically be entered

WIP Method

Percentage of Completion (POC) is the recommended option for ProjectPro

WIP Posting Date

DFR No.

Select the DFR No. Series to generated DFR nos. automatically for the job

Job Phone:

Phone number contact on job site if applicable

Bill-To Customer:

Bill-To Customer No.:

This field will default to the selected Sell-To Customer No. Change if required.

Name:

The program automatically fills in the name of the Bill-to Customer Selected above

State:

The program automatically fills in this field from the Bill-to Customer card

Address:

The program automatically fills in this field from the Bill-to Customer card

Address 2:

The program automatically fills in this field from the Bill-to Customer card

State:

The program automatically fills in this field from the Bill-to Customer card

Zip Code:

The program automatically fills in this field from the Bill-to Customer card

City:

The program automatically fills in this field from the Bill-to Customer card

Country:

The program automatically fills in this field from the Bill-to Customer card

Contact:

Enter the contact for the Bill-to customer, if required

Phone No.:

Enter the Phone number of the customer

Mobile Phone No.:

Enter the Mobile number of the customer

E-Mail:

Enter the E-Mail of the customer

Person Responsible:

Use this field to identify a person responsible for the job

Blocked:

This field allows you to block certain actions on the job.

1. <Blank> = All actions are allowed.

2. Posting = You can work with planning lines, but the job is blocked for posting.

Choosing this option means that you cannot post any usage or sale on the job.

3. All = All actions are blocked.

Last Date Modified:

This field shows when the job card was last modified.

When you change information on the job card, the program automatically updates the Last Date Modified field to show the current system date.

Cust. PO No.:

Enter the customer’s purchase order number for the Job.

Cust. Job No.:

Enter the customer’s job no. if available. Prints on AIA Forms.

Ship-to Code:

Select a location code for the Job site.

Description:

This field contains a short description of the job.

The description appears on the journal lines and planning lines when you enter the number or the search description in the No. field. This will default from the Description entered earlier in the set-up process.

Job Address 1:

Enter Job address. If you have selected a ship-to code, this field will automatically fill in.

Job Address 2:

Enter Job address 2. If you have selected a ship-to code, this field will automatically fill in.

Job City:

Enter Job City. If you have selected a ship-to code, this field will automatically fill in.

Job State:

Enter Job State. If you have selected a ship-to code, this field will automatically fill in.

Job Country:

Enter Job Country code. If you have selected a ship-to code, this field will automatically fill in.

Job Type:

Job Types are part of Job Posting Groups. These are user defined codes. (See Job Setup)

Gen. Prod. Posting Group:

Assign the general product posting group for the job

Gen. Bus. Posting Group:

Assign the general business posting group for the job

Locked Planning Lines Exist:

If Job Planning Lines have been locked, this will be toggled “on”

Project Manager:

Select Project Manager for the Job.

FIELD

COMMENTS

Completion Date:

Date is automatically assigned when the Job Status is changed to “Completed”

Job Calendar Code:

Select Job Calendar Code, if applicable

Status:

Status of the Job. Note: this status will dictate your ability to post against this job. If you mark the job Complete you will not be able to change the status back to open.

Revenue Recognized

Tax Liable:

Yes or No

Tax Group Code:

Select your tax group code. (Sample: NT for non-taxable or TX for taxable)

Tax Area Code:

Select the tax area code that applies to this job.

Tax Bus. Posting Group:

Used for VAT Tax Setup if applicable

Line Type

Select what job planning line type to be automatically generated when processing Apply Usage Link

Job Posting Group:

Here you can assign a job posting group code to a job.

Job posting groups determine which G/L accounts you post to when you run the Job Post WIP to G/L batch job.

The Job Posting Group that you set up on the Job Card will be used as default Job Posting Group on the Job Tasks.

Tax Prod. Posting Group:

Used for VAT Tax Setup if applicable

Allow Budget / Billable Lines:

Place a checkmark in this field if you wish to create Both Budget and Billable Planning Lines for this job.

Use % Billing Format

Progress Billing No.:

Enter progress billing no. assigned to this job. Note: when creating the first progress billing for the job you are prompted with an option to update the Job Card with this information.

Progress Billing CO:

Indicates if the Progress Billing should be considered a Change Order in AIA and Progress Invoice Reports.

Job Posting Date:

Date of the last posted transaction

Recognition Date:

Date of last recognition.

Time and Material:

Toggle “on” if your job is being tracked/invoiced as Time and Material

Indirect Burden Type:

Indirect burdens may be turned on for projects and service work. If admin, then no indirect burden value will be applied.

Requires Certified Payroll:

To indicate if the job requires certified payroll reporting. Typically, this applies to government or state funded projects.

Unit of Measure:

Enter the unit of measure for work units

Total Units:

Enter the total units of work for this Job.

% Job Actually Complete:

Enter the percent that the Job is complete

Job Completed % Date:

Date that the actual percentage of job completed was updated.

Actual Units Complete:

Enter the number of units of work that have been complete.

Units Complete % Date:

Date that the actual percentage of units completed was updated.

Apply Usage Link:

If you want to select and apply usage link by default to the Job this would auto populate at job planning lines if Boolean is set to yes

% Overdue Planning Lines:

Specifies the percentage of the job’s planning lines where the planned delivery date has been exceeded.

% Completed:

Calculation of the % completion for the job

% Invoiced:

Calculation of the % Invoiced for the Job

Forecast Type:

Select the forecast type. ProjectPro recommends using % of budget

Billing Day of Month:

If Billing is due on a specific day of each month, please mention here. Note: this is for informational purposes only.

FIELD

COMMENTS

Starting Date:

Enter the starting date of Job

Ending Date:

Enter the ending date of Job

Creation Date:

This will get updated automatically

FIELD

COMMENTS

Currency Code:

By Default, the currency code for a job is based on what currency is defined on the Customer Card. If you enter a foreign currency code it results in the job being planned and invoiced in that currency. Click the drop down available to see the available currency.

Note: If you want to plan the job in local currency and invoice it in a foreign currency you should not set up a currency code in this field. Instead, you can setup an invoicing currency in the invoicing currency code field.

You cannot change the currency code of a job once planning lines or job ledger entries exists for a job.

Invoice Currency Code:

In this field you can select the currency code you want to apply when creating invoices for a job. Click the drop down available to see the available currency.

Note: The invoice currency fields can only be modified when local currency (LCY) is entered in the currency code field. You cannot change the invoice currency code at any time during the job if you want to change the currency codes for new invoices. The invoice currency code is applied when you create a Sales Invoice or Sales Credit Memo.

Exch. Calculation (Cost)

If you have setup a job in foreign Currency Code by entering a code in the currency code field you use this field to specify how job cost values should be calculated when you change the currency date field on the planning line manually, when you change the exchange rates on the currency code fields on a job planning line or when you run the change job Planning lines dates batch Job.

The options are:

• Fixed LCY – The job costs in local currency are fixed. Any change in the currency exchange rate will change the value of the job costs in foreign currency.

• Fixed FCY – The job costs in foreign currency are fixed. Any change in the currency exchange rate will change the value of job costs in local currency.

Exchange Calculation (Price):

If you have setup foreign currency by entering a code in the currency code field you use this field to specify how job sales prices should be calculated when you change the currency date field on a planning line manually, when you change the exchange rate in the currency code field on a job planning line or when you run the change job planning dates batch job. The options are:

• Fixed LCY – The job price in local currency is fixed. Any change in the currency exchange rate will change the value of job prices in foreign currency.

• Fixed FCY – The job prices in foreign currency are fixed. Any change in the currency exchange rate will change the value of job prices in local currency.

Note: If exchange calculation (price) is set to fixed FCY and job specific prices are set up for resources, Items or G/L account based on unit cost factor, you need to also select fixed FCY for the Exchange calculation (Cost) field to make sure that the value of job prices in foreign currency (FCY) are fixed

FIELD

COMMENTS

Prepayment %:

Enter the Prepayment %

Prepayment Amount:

The program automatically fills this after calculating the Prepayment % from the above field. Note: This will only calculate if you have “billable” and/or “both budget and billable” planning lines

Prepmt. Contract Amount:

The sum of all “billable” and/or “both budget and billable” planning lines

Compress Prepayment:

Specifies that prepayments on the jobs are combined if they have the same general ledger account for prepayments or the same dimensions.

Prepmt. Payment Term Code:

Enter the Prepayment Term Code, to calculate the Prepayment Payment Due Date.

Prepmt. Payment Discount %:

Enter the Prepayment Term Code, to calculate the Prepayment Payment Discount.

Prepayment Due Date:

The program automatically fills this after calculating the Prepayment Payment Term Code from the above field.

FIELD

ACTUAL

PROJECTED

Date:

Work Date

Last Date Percentage Completed was updated by users.

Budget Used %:

Percentage of Actual Cost to Date/Total Budgeted Cost

Percentage Job Actually Completed from the Constants/Manager Fast Tab

Costs To Date:

Actual Costs to Date

Actual Costs to Date

Budget Remaining:

Total Budgeted Cost-Actual Cost to Date

Actual Costs to Date/(Entered Complete/100)

Budgeted Total Costs:

Total Budgeted Costs

Actual Costs to Date/(Actual % Complete from the Constants/Manager Fast Tab/100)

Budgeted Profit (Loss):

Total Contract – Total Budgeted Costs

Total Contract – Projected Total Costs

Budgeted Profit %:

Percentage of Estimated Profit

(Loss)/Total Budgeted Costs

Projected Profit (Loss)/Projected Total Costs

FIELD

COMMENTS

Total WIP Sales Amount:

Specifies the total WIP sales amount that was last calculated for the job. The WIP sales amount is the value in the WIP Sales Job WIP Entries window minus the value of the Recognized Sales Job WIP Entries window. For jobs with the

Cost Value or Cost of Sales WIP methods, the WIP sales amount is normally 0.

Recog. Profit Amount:

Specifies the recognized profit amount for the job.

Recog. Profit %:

Specifies the recognized profit percentage for the job.

A/R Retention Balance:

Retention Balance in Customer card for this Job.

A/P Retention Balance:

Retention Balance in Vendor card for this Job.

WIP Method:

Specifies the WIP Method.

Total WIP Cost Amount:

Specifies the total WIP cost amount that was last calculated for the job. The WIP cost amount is the value in the WIP Cost Job WIP Entries window minus the value of the Recognized Cost Job WIP Entries window. For jobs with Sales Value or Percentage of Completion WIP methods, the WIP cost amount is normally 0.

Total WIP Cost G/L Amount:

Specifies the total WIP Cost amount that was last posted to the G/L for the job. The WIP Cost Amount for the job is the value WIP Cost Job WIP G/L Entries less the value of the Recognized Cost Job WIP G/L Entries. For jobs with WIP Methods of Sales Value or Percentage of Completion, the WIP Cost Amount is normally 0.

Total WIP Sales G/L Amount:

Specifies the total WIP sales amount that was last posted to the general ledger for the job. The WIP sales amount is the value in the WIP Sales Job WIP G/L Entries window minus the value in the Recognized Sales Job WIP G/L Entries window. For jobs with the Cost Value or Cost of Sales WIP methods, the WIP sales amount is normally 0.

Recog. Costs Amount:

Specifies the recognized cost amount that was last calculated for the job. The value is the sum of the entries in the Recognized Cost Job WIP Entries window.

Recog. Cost G/L Amount:

Specifies the total Recognized Cost amount that was last posted to the general ledger for the job. The Recognized Cost G/L amount for the job is the sum of the Recognized Cost Job WIP G/L Entries.

Recog. Sales Amount:

Specifies the recognized sales amount that was last calculated for the job, which is the sum of the Recognized Sales Job WIP Entries.

Recog. Sales G/L Amount:

Specifies the total recognized sales amount that was last posted to the general ledger for the job. The recognized sales G/L amount for the job is the sum of the entries in the Recognized Sales Job WIP G/L Entries window.

WIP Posting Date:

Specifies the posting date that was entered when the Job Calculate WIP batch job was last run.

WIP G/L Posting Date:

Specifies the WIP G/L Posting Date

Contract Billed:

Percent of Job to date invoice Billed/Total Contract

Over/Under Billed:

Invoice Price – [(Total Contract + Contract Sub-levels) * Actual Cost to Date % (up to 100%)]

Contract Back Log:

Total Contract – Invoice Billed Job to Date

Recog. Profit G/L Amount:

Specifies the profit amount that is recognized with the general ledger for the job.

Recog. Profit G/L %:

Specifies the profit percentage that is recognized with the general ledger for the job.