Creating a new job

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About

You can create a new job using the buttons as seen below.

Either Create a new job from scratch or Duplicate an existing job.

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Create a new job

When creating a new job from scratch you need to fill in the information asked in the window.

NOTE: Portal users by default do not have access to the pages required for job creation. See below on how to allow access.

 Company  Select the company that is to own the job.
 Customer  Select the customer that the job belongs to.
 Department  Select the department the job is related to.
 Customer contact  Select, or add the customer contact.
 Project  Select, or add the project this job belongs to.
 Price list  Select the price list / rate card that is to be used on this job.
 Team  Select the team that should work on this job (you can change and add additional users to the job later). If an employee who is on the team bur does not have access to the client, they will not be able to view this job.
 Job type  Select the job type that this job is related to.
 Project Manager  Select the Project Manager that is to be responsible on this job.
 Account Manager  Select the Account Manager that is to be overall responsible on this job.
 Time entry  Set who is allowed to fill in time on this job.
 Job status  Select the job status that this job should have.
 Job end date  Set the job end date – controls when this job is to be finalized. This can be changed later.
 Billable job  Set if this job is billable or not. This cannot be changed if any expenditures has been applied to the job.
 Job no.  This field is only visible if a special job number sequence is applied in the job creation setup.
 Job name  Fill in an appropriate job name, that will allow everybody working on the job to recognize the job easily.
 Job folder name  Often the same as the job name. The job folder will get a job number in front of the name – eg. “4711 – New website”

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Finance tab

In the Finance tab you can set various parameters for invoicing that applies to the job.

Debtor Select the debtor (invoicing customer) that in the end will receive the invoice.
Delivery debtor Select the delivery debtor (in the case any services has been provided in another country for example).
Administration fee Used to apply a fixed fee to the job, when the job is opened. Also referred to as Job administration fee.
Retainer settings Set if this job is a Retainer job.
Ticket coupon type Applies to special Ticket coupon jobs. Refer to internal documentation if this is to be set or not.

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Dimension tab

In the dimension tab you can set any other dimension data that applies to this job. Note: As dimensions can change dependent on the setup the screenshot below is only used as a reference.

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Folders tab

In the the folders tab you can set if the system is to create additional folders on other file servers (note: this only applies if it has been set up in your system).

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Duplicate a job

Duplicating a job allows you to save time in filling in the job details, as it provides an option to copy another job already existing in the system.

 Name of new job  Fill in an appropriate job name, that will allow everybody working on the job to recognize the job easily.
 Billable job  Set if this job is billable or not. This cannot be changed if any expenditures has been applied to the job.
 Include Description  This will copy content of the Description tab to the new job.
 Include Price quote  This will copy content of the Price quote tab to the new job.
 Include Purchase order  This will copy content of the Purchase order tab to the new job.
 Include Invoice  This will copy content of the Invoice tab to the new job.
 Include Scheduling  This will copy content of the Scheduling tab to the new job.
 – Activate new plan  Activates the plan immediately. Set this option if you don’t plan to change any tasks/dates or allocated hours.
 – Copy task resources  Copies the bookings allocated to employees.
 – Copy resource hours allocation  Copies the number of hours booed to employees.
 – New start date  Set a start date that this schedule should on – will then move the tasks proportionally.
 Update hours cost and sale (..)  If the job you’re copying from runs with another price list/rate card then select this option to update cost/sales prices accordingly.
 Create a sequence of new jobs  See below

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Create a sequence of new jobs

The Create sequence tab is used to create a bunch of jobs in one go. Typically used if you have previously created a ‘template job’, and you want to copy the content on to a number of new jobs. You can add a suffix to the job name, like #. Also, you can set the job numbers. In this dialog you can overrule the job number sequence that you have set.

Move a job to another customer

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Allow portal users to create new jobs

Admins can change access settings so that portal users can create new job. By default portal users do not have access to create new jobs.

  1. From the Profile pic drop-down (1), go to My settings (2) > Language and Formatting options (3). Scroll down to Access rights settings and click on the ‘Show the access right control panel’ button.
  2. To give a portal user access to the job book, you need to have the job book visible because the ‘Element access right selectory’ dialog will update according to the page you are on. Select the arrow on ‘Job Book List’ to show the children pages.
  3. Click on ‘Contact create new job’ (1). Ensure Portal user has Full access (2). Click on the arrow to access the children pages (3).
  4. The last step is to ensure Portal user has Full access (2) to Contact basic job settings, Contact job detail description and Contact job briefing (1) by clicking into each of the options.

 

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