BJC Activity

• Job Costing Overview
• Job Costing Flow Diagram
• Job Costing Overview
• Job Costing Quotes
• Creating a New Quote
• Promoting Quote to a Job
• Manage Quantity on Job
• Quote Tabs Explained
• Quote Statuses
• Quote - Exclude from Reports
• Job Costing Quote Detail Report
• Manage Job
• Managing a Job
• Job Search Screen Explained
• Manage Job Line Edit and reassign
• Unmanage All Job Lines
• Manage Job Functions Tab Explained - Detailed
• Job Costing Screens Defined
• Job Bill of Materials Process (BOM)
• File Upload & Import Process
• Job Management Letter/Note Template
• Closing or Cancel Job
• Reopening a Job
• Manage Job Statuses
• Print Job Card
• Changing the Warehouse on Job Lines
• Change customer on Job
• Reassign Job and Editing of the Cost Price
• Create Reminder
• Sub Job Link
• Job Expense Cashbook
• Job Costing Sell Value
• Job Expense Supplier Journal
• Stock Recovered Costs
• Job Costing stock write off and Gain and Loss balance
• Take On Values for Job
• Creating a New Job
• New Job Button
• Planned Time Log Schedule
• Job Schedule Activity
• Job Schedule Activity
• Task activity import
• Task Activity Managing
• Team Schedule
• GRV To Job
• Time Tracker Export
• Job Total Analysis
• Time Logs to Jobs
• Time Logs incorrect on Job
• Bookins
• Book In integration with Asset Tracker
• Picking Slip
• Picking Slip
• Picking Slip Process
• Picking Slip Additional Procedure
• Picking Slip not processing
• Job Delivery Note
• Job Delivery Note Search
• Manage Job Delivery Note
• Job Invoice
• Job Costing Invoicing
• Invoice Value Summary
• Job Costing Percentage Invoice
• Job Lines clear "To be invoiced" flag
• Job Collect / Delivery
• Job Costing Case Studies
• Quote Creation

Job Costing Overview

Job Costing Flow Diagram

Job Costing Overview

Quote

Every job begins with a Quote, which provides the estimated cost of the work and serves as the basis for customer approval. Once approved, the quote can be promoted to a Managed Job—the central stage where production activities are tracked, coordinated, and monitored.

From there, you have two workflow options:

• Option 1: Proceed to a Delivery Note if items need to be dispatched, followed by an Invoice.
• Option 2: Go directly from Managed Job to Invoice if no delivery documentation is required.

Alternatively, you can initiate a job directly from the Managed Job stage. In this case, the system will automatically generate a corresponding quote, ensuring every job remains linked to a quote—regardless of where it begins.

Invoicing can be structured in two primary formats: percentage-based or usage-based. Each format can be further refined into actual or forecasted (predicted) invoicing. Multiple invoices can be issued under either approach, depending on project needs or billing cycles.

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Manage Job

The Managed Job stage is the operational heart of your workflow—where production activities are created, tracked, and coordinated. You can initiate a job directly from this stage, and the system will automatically generate a corresponding Quote, ensuring every job remains linked to a quote regardless of where it begins. This maintains traceability and financial alignment across all job types.

Once a job is created, you have two management options:

• Manage All Lines as a Single Function:
  This approach is ideal for smaller jobs with limited complexity. It allows you to control all job components in one place, streamlining updates and reducing overhead. However, caution is advised for larger jobs, as this method can obscure individual line-level visibility and make it harder to track progress or isolate issues.
• Manage Job Line by Line:
  Recommended for larger or multi-phase jobs, this method gives you more control over each line item. You can monitor progress, allocate resources, and adjust timelines independently, ensuring better oversight and flexibility throughout the job lifecycle.

Within the Managed Job stage, you can also access and update key operational modules:

• Time Sheets: Record labour hours and assign them to specific job lines or phases. This supports accurate cost tracking and resource planning.
• Stock Requests: Generate requests for items not currently in stock. These requests trigger procurement workflows to ensure materials are available when needed.
• GRV (Goods Received Voucher): Use GRVs to document partial dispatches, especially useful when some items are ready for delivery while others remain in production.
• BOM (Bill of Materials): Manage and update BOMs to reflect the materials required for each job line. This ensures production teams have clear visibility into what’s needed and when.

Together, these tools provide a robust framework for managing jobs of any size, supporting both operational efficiency and financial accuracy

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Delivery Note

Once a job, or part of a job is complete and ready for dispatch, a Delivery Note can be prepared to document the items being sent. This note serves as the formal record of what’s leaving your premises and when.

You can choose between two dispatch-to-invoice workflows:

• One Delivery Note to One Invoice: Ideal for single shipments or straightforward billing.
• Multiple Delivery Notes to One Invoice: Useful for staged deliveries that are consolidated into a single invoice for streamlined billing.

This flexibility ensures your dispatch and invoicing processes stay aligned with the pace and structure of the job.

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Invoice

Invoicing can be structured in two primary formats: percentage-based or usage-based. Each format can be further refined into actual or forecasted (predicted) invoicing. Multiple invoices can be issued under either approach, depending on project needs or billing cycles.

Invoicing can be structured around two distinct approaches. Forecasted and Actual, each with its own implications for cost control and client expectations.

• Forecasted Invoicing - Forecasted invoicing is based on the original quote accepted by the client. This quote sets a fixed financial boundary for the job. Any costs incurred beyond the quoted amount are absorbed by the company, as the client has agreed to the scope and price upfront. This model is ideal for projects with clearly defined deliverables and minimal expected variation.
• Usage/Actual Invoicing - Actual invoicing reflects the real costs incurred during the job. It’s typically used for charge-up jobs, where billing is based on time, materials, or usage. If costs exceed the original quote, this is treated as scope creep, usually due to client-driven changes or additions. These adjustments are communicated and invoiced accordingly.

- Invoices reflect real item costs, similar to a traditional invoice format.
- You can compare quoted item costs and selling prices against actuals and invoiced amounts.
- This model is ideal for jobs with variable scope or evolving material requirements.

• Percentage-Based Invoicing - Percentage invoicing allows you to bill progressively over the life of a job. It’s especially useful for long-term or multi-phase projects.
• You can issue an invoice before the job starts, based on an agreed percentage.
  - Costs are tracked against the quote, allowing you to compare estimated vs actuals.
  - This approach helps maintain monthly profit and loss consistency, supporting smoother financial reporting.

Job Costing Quotes

Creating a New Quote

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Job Costing Module > Activity > New Quote

A job can be created from a Quote

Quote Details Tab

Quote Number	Quote number will populate when the Quote is saved
Debtors	Search and select the appropriate Account (company) or Contact (individual) from the list.
Debtors Name	Debtors Name will populate when the Quote is saved
Sales Rep	Select a Sales if required
Quote Date	Select Date
Valid Until Date	Select the date until which the quote is valid.
Delivery Date	Select he date when the goods or services are expected to be delivered to the customer.
Quote Status	Automatically updates as the quote progresses through the approval process.
Description	A free-text field used to clearly identify the quote.
Reference	A customer-provided identifier used to track or link the quote
Order Number	A customer-provided number used to identify and track the order
Currency View	Displays the system’s default currency, with the option to switch between currencies if multi-currency is enabled.
Exchange Rate	The rate used to convert amounts from one currency to another
Comments	A free-text field used to add notes or additional information about the quote

Address tab

Address Type	The default address is automatically selected, but you can change it for the current quote if needed.
Contact Person	The default contact is automatically selected, but you can change it for this quote. To edit the contact’s details, click the view button.
Project	Select the relevant project associated with the quote, if applicable.
Division	The default division is automatically selected, but you can change the customer’s division within the company if needed.
Region	The default region is automatically selected, but you can change the customer’s region if needed.
Invoice Group	Select the customer’s invoice group.

Extras tab

Completion Date	The date when the job is expected to be completed.
Job No.	Assign a job number to the quote in advance.
Attach Spec To Email	Allows you to include the specification document when sending the quote via email.
Print Custom Fields	Includes custom fields in the printed quote (see Custom Fields tab).
Please select the stock type	Select the type of stock for the item.
Markup %	The percentage added to the cost price to determine the selling price.
Text field	A free-text field used to enter additional details or information.
Set Markup % Button	Allows the user to change the mark-up on selected stock type lines.
Remove lines button	Allows you to remove quote lines based on the selected stock type
Zero Sell, Price	Allows you to set the selling price of the selected stock type lines to zero.
Long Description	A detailed overview providing additional information about the quote.
Custom Fields	Allows you to add and manage additional fields on the quote as needed.

Overall Quote View

You will notice the bottom of the window the selling price, costs and profit that will be made on the job.

Printing and Emailing of Quote

You can email the quote off to the client or print out.

• Click Print Quote

The below window will provide you with options on what you want your quote to look like.

Click "Continue"

Promoting Quote to a Job

Promoting Quote to a Job

• Select the settings in the below screen for your Job
• Click "Continue"

Job Description	A brief description to help identify the job.
Order Number	A unique reference number assigned to an order to help identify and track it.
Long Description	A detailed explanation of an item, job, or order, providing more information beyond the short description.
Team	Used to assign a specific team to a job when teams are set up.
Employee	Used to assign a specific employee to a job.
Department	Used to assign or identify the department responsible for a job.
Function
Est Start Date	The planned or expected date a job is scheduled to begin.
Group Activity
Completion Date	The date a job is completed or expected to be finished.
Delivery Date	The date when goods or work are scheduled to be delivered or completed.
Create PO Drop Ship	Generates a purchase order for items to be shipped directly from the supplier to the customer.
Allow To Exceed Quote Value	Permits the final job or order cost to go over the originally quoted amount.
Allow To Exceed budget Qty	Permits the quantity used or ordered for a job to exceed the originally budgeted amount.
Active Report Dates	The date range selected to define which records or data are included in a report.
Use build Task Defaults
Charge Up (SC)	Applies an additional charge to a job or item over and above the accepted quote amount.
Pre-priced (CTC)	Indicates that the cost is fixed in advance, already included in the pricing, and cannot be exceeded without further approval.
Assembly
Lock Employee	Prevents changes to the employee assigned to a job without the necessary permission or approval.
Warehouse	Selects the warehouse location from which stock will be sourced for a job or order.
Job Link	Used to link or associate one job with another related job.
Service Card	Used to print a job card with the details required to complete a job.

A unique number automatically assigned to identify and track a job.

• Click "OK"

• To view your job click on "Manage Job"

Manage Quantity on Job

Manage Quantity on Job

You can automatically manage quote lines by enabling the Manage Qty on Job option.

This ensures that all lines added to the quote are automatically marked for managed quantity on the job.

Updating Existing Quotes

The lightning bolt button can be used to update older quotes, or quotes where the option was not selected when first created.

Default Behaviour

 

 

 Once lines are entered, the Manage Quantity on Job option will be automatically selected for each line.

 

 

 

 

 Job lines are processed once they have been managed, marked as Is Complete, and their status updated to Complete

Rule

In these cases, the line will remain unmanaged on the job until sufficient stock is available

  

 

Quote Tabs Explained

Job Costing Module >Activity > Quotation

Tips

Quote Tabs Explained Detailed

Quote Detail Tab

This screen is used to create and manage customer quotes, capturing key details such as the customer, dates, pricing, and references, while allowing you to add and manage items included in the quote.

Quote	Automatically generated
Customer	Choose the appropriate Account (company) or Contact (individual) from the list
Customer Name	Auto populates as customer is selected
Sales Rep	Select a sales rep for this customer
Quote Date	Usually todays date
Valid Until Date	Select the date until which the quote is valid.
Delivery Date	The date when the goods or services are expected to be delivered to the customer
Quote Status	Automatically updates as the quote progresses through the approval process.
Description	A free-text field used to clearly identify the quote.
Reference	A customer-provided identifier used to track or link the quote.
Order Number	A customer-provided number used to identify and track the order
Currency View	Displays the system’s default currency, with the option to switch between currencies if multi-currency is enabled
Exchange Rate	The rate used to convert amounts from one currency to another.
Comments	A free-text field used to add notes or additional information about the quote.

Address Tab

Address Type	The default address is automatically selected, but you can change it for the current quote if needed.
Address Lines 1-4	Address
Address Code	Postal Code
VAT No.	Customer Tax Number
Contact Person	The default contact is automatically selected, but you can change it for this quote. To edit the contact’s details, click the view button.
Contact Number	Customer Contact Persons Number
Project	Select the relevant project associated with the quote, if applicable.
Division	The default division is automatically selected, but you can change the customer’s division within the company if needed.
Region	The default region is automatically selected, but you can change the customer’s region if needed.
Invoice Group	Select the customer’s invoice group.
Branch	Company Branch

Extras Tab

1	Job Number	Clicking 'Assign JN' at this stage will generate a Job Number for the quote, which will automatically carry over once the quote is approved and converted into a actual job.
2	Completion Date	This is the date that you are expected to be able to complete this Job
3	Asset Item	The Asset Item field links a company-owned asset (e.g., printer, scanner, laptop) to a specific job or quote. This ensures equipment used is tracked, recorded, and associated with the job for better visibility and management.
4	Customer Status	Options "On Hold"
5	Assembly	“Assembly” refers to an internal process where components or materials are prepared, combined, or staged before installation or delivery. It’s not billed separately to the customer but contributes to your overall job cost.
6	Charge Up (SC)	Charge Up (SC)” means the customer is billed for actual time and materials used, including any extras beyond the initial scope. Charge Up allows you to invoice for additional costs incurred during the job.
7	Prepaid (Cost to Company)	"Prepaid” refers to the quoted amount for the job, the fixed charge agreed to by the customer. You can’t invoice beyond this amount, so any extra time, materials, or costs that exceed the quote become your internal expense, or ‘Cost to Company (CTC)
8	Assign JN	Clicking 'Assign JN' at this stage will generate a Job Number for the quote, which will automatically carry over once the quote is approved and converted into a actual job.
9	Long Description	Here you can write a description of the job being done.
10	Print Custom Fields	Includes custom fields in the printed quote (see Custom Fields tab).
11	Manage Qty on Job	The “Manage Qty on Job” tick box automatically transfers and manages item quantities when a quote is converted into a job, ensuring quantities remain accurate without manual adjustment.
12	Exclude from Reports	This flag will assist when running reports on quote values, allowing us to exclude certain quotes (effectively treating them as zero).
13	Quote Total Description
14	Sales Lead	If this quote originated from a tracked Sales Lead, the associated Sales Lead number will be displayed here. Updating the Probability percentage will automatically sync the change with the corresponding Sales Lead.
15	Sales Lead Follow up Date	Updating the Follow up the system will automatically sync the change with the corresponding Sales Lead follow up date.
16	Quote Estimate
17	Probability	If this quote originated from a tracked Sales Lead, the associated Sales Lead number will be displayed here. Updating the Probability percentage will automatically sync the change with the corresponding Sales Lead.
18	Paging	If your line items span multiple pages and require navigation using the page up/down arrows, clicking the Paging Box will disable paging, allowing you to scroll through all items in a continuous view.
19	Dimension
20	Show/Hide	Allows you to control which sections or fields are visible on the screen. This can help simplify the interface by hiding fields that are not relevant to your workflow.

Link Tab

Below is an overview of the fields available under the Link Tab on the quote screen:

1	Customer Link	Customer Link: Use this tab when completing work on behalf of another company. If you're quoting for a client of one of your customers, you can link that end client here. When the quote is sent, your customer will see which of their clients the quote relates to.
2	Address Type	This defines the type of address being used (for example, billing, delivery, or site address). Selecting the correct type ensures the quote is applied to the right location.
3-6	Address line 1-4	These fields capture the full address details associated with the quote. You can enter street, suburb, city, and any additional location information required.
7	Address code	A reference code used to identify saved or standard addresses.
8	Deposit Paid	Enter the value of the deposit paid. This amount will be automatically deducted from the total quote value, giving a more accurate balance owing.
9	Deposit Amount	Tick this box if the customer has already made a deposit payment. This flags the quote so the system knows part payment has been received.
10	Deposit Date	Record the exact date the deposit was received. This is useful for tracking payments and keeping financial records accurate.
11	Paging	When a quote contains a large number of line items, they may be split across multiple pages. With Paging enabled, you scroll through all items in one continuous list With Paging off, you use page navigation arrows to move between pages This helps improve visibility depending on your preference.
12	Dimension
13	Show/Hide	Allows you to control which sections or fields are visible on the screen. This can help simplify the interface by hiding fields that are not relevant to your workflow.

Shipping Tab

Below is a detailed overview of the fields available under the Shipping tab on the quote screen:

1	Shipping Method	Select the method of delivery for the order (e.g. courier, pickup, freight). This helps define how the goods will be sent to the customer.
2	Shipping Date	Enter the date (and time) the order is scheduled to be shipped. This is useful for planning dispatch and providing accurate delivery expectations.
3	Send Email	Tick this option if you want the system to send a notification email related to the shipment (e.g. confirmation or dispatch details).
4	Shipping Location	Specifies the destination location the goods are being shipped to. This may differ from the billing address if the customer has multiple delivery sites.
5	Internal Delivery	Used when the delivery is being handled internally by your own team or vehicles, rather than an external courier.
6	Delivery Company	Select or enter the external courier or freight company responsible for delivering the shipment (e.g. NZ Post, Mainfreight).
7	Tracking Number	Enter the tracking number provided by the courier. This allows both your team and the customer to track the shipment progress.
8	Frozen	Enter the tracking number provided by the courier. This allows both your team and the customer to track the shipment progress.
9	Paging	When there are many line items: Paging enabled: all items appear in one continuous, scrollable list Paging disabled: items are split across multiple pages and require navigation This helps improve visibility depending on your preference.
10	Dimension
11	Show/Hide	Allows you to customise the screen view by showing or hiding certain fields or sections, helping keep the interface clean and relevant.

Action Tab

Below is a detailed overview of the fields and functions available under the Action tab on the quote screen:

1	Stock Type	Allows you to filter or apply actions to a specific type of stock (e.g. all items, stock items only, or non-stock items). This ensures changes are applied only where needed.
2	Update Value	Determines whether pricing updates are applied including or excluding VAT. This is important for maintaining accurate pricing calculations depending on how your system is set up.
3	Rounding Up	Controls how pricing values are rounded: Round Up or Round Down Or choose No Rounding This ensures your final pricing is clean and consistent (e.g. avoiding uneven decimal values
4	Rounding Down	Controls how pricing values are rounded: Round Up or Round Down Or choose No Rounding This ensures your final pricing is clean and consistent (e.g. avoiding uneven decimal values
5	Mark-Up %	Enter the desired markup percentage to apply to selected line items. This is used to calculate selling prices based on cost.
6	Set Mark-Up %	Applies the entered markup percentage across selected items. This is a quick way to update pricing in bulk.
7	Remove Lines	Removes selected line items from the quote. Useful for cleaning up or adjusting the quote quickly.
8	Zero Sell, Price	Sets the selling price to zero for selected items. This may be used for complimentary items, warranty replacements, or no-charge components.
9	Incl. Cost on Reports	When enabled, this includes cost values in reports, allowing for visibility of margins and profitability.
10	Attach Specs to Email	Tick this option to include product specifications when emailing the quote to the customer.
11	Set to Supplier Costs	Updates selected items so their pricing reflects the supplier cost directly. Useful when recalculating pricing based on updated supplier pricing.
12	Update Labour Cost	Refreshes or updates the labour cost values associated with the quote.
13	Set to System cost	Resets pricing to the system’s default cost values, ensuring consistency with your pricing database.
14	Set Sell Price	Allows you to manually set or update the selling price for selected items.
15	Paging	When dealing with many line items: Paging enabled: view all items in one continuous scroll Paging disabled: items are divided across multiple pages This improves navigation depending on your preference.
16	Dimension
17	Show/Hide	Allows you to customise the screen view by showing or hiding certain fields or sections, helping keep the interface clean and relevant.

Docs Tab

This tab displays a list of all documents that have been attached to the quote. These could include files such as specifications, images, PDFs, or any supporting documentation relevant to the job.

This tab provides instant access to upload documents in any format (PDF, Word, Excel, etc.) or retrieve relevant files previously attached to this quote.

Each document listed will typically show details such as:

Key Functions

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Adding Stock Items to Quote

This screen is used to add a stock item to a quote, define pricing, quantities, and control how the item is handled for the job, invoicing, and reporting.

Item & Quantity Details

Stock Item	Select your stock item from the drop-down menu
Description	At this stage you can change the Description if needed
Qty	Add the Quantity you require of this item
Manage Qty on Job	Controls whether the quantity is actively tracked and managed when the quote is converted to a job.
Warehouse	Select the Warehouse you wish to sell this item form

Selling Ex GST	Price per item does not include the 15% Goods and Services Tax. You add GST on top of the listed amount.
Selling Inc GST	Price per item includes the 15% Goods and Services Tax. The GST is already built into the total amount shown.
Sub Total Selling	Total price of total quantity of item that does not include the 15% Goods and Services Tax. You add GST on top of the listed amount.
VAT (GST) Value	Total GST only on total quantity of items
Selling Total	Total price of total quantity of item includes the 15% Goods and Services Tax. The GST is already built into the total amount shown.

Line Details

Line Reference
Sequence No.	You can change the Sequence in the quote for this item

Units & Discounts

UOM Type	These are custom configuration settings applied during setup, tailored specifically to your product formats (e.g., Per Roll, Per Unit, Pack).
UOM	These are custom configuration settings applied during setup, tailored specifically to your product formats (e.g., 1000 per roll, 6 per pack).
Line Discount	You can apply a discount to this item
VAT (GST)Type	If this item is GST exempt or a Non-GST item it can be changed here

Margin & Costing

Mark up %	At this stage you can increase your profit %
Cost Per Unit	This is the total cost to produce or buy one item. It helps you set prices and track profitability.
Profit Cost/Unit	This is how much profit you make on each item sold after subtracting its cost.
Total Cost	This s the full amount spent to produce or purchase a set of items or complete a job.

Cost Behaviour

Zero Cost on Job	These ticks will be automatically on or off based on the setup if the item. When the item is promoted to a Job, its initial cost is cleared and recalculated progressively as the job is built—ensuring you have an accurate final cost at completion.
Zero Cost on Invoice	As with the Cost on job, these ticks will be automatically on or off based on the setup if the item. When the item is promoted to a Job, its initial cost is cleared and recalculated progressively as the job is built—ensuring you have an accurate final cost at completion.

Visibility & Reporting

Show on Print
Flag for Report

Organisation & Scheduling

Division	Select a division within of a company that focuses on one area of work.
Region	Select a region the job will fall under, it can include multiple cities or towns and often has its own local government or identity.
Days from Start	Use this field to schedule when this item should begin—set as a number of days from the job’s start date.
Weight Per Unit	This is determined at setup

People & Projects

Sales Rep	You are able to allocate someone who promotes and sells a company’s products or services to customers. They often handle quotes, follow-ups, and customer relationships, helping drive revenue and build trust.
Project	You can Link a quote to a specific project
Employee Assigned	Refers to the specific person responsible for completing a task or project. It helps track accountability, scheduling, and communication.

Dates & Supplier Info

Lead Time	This is the amount of time between starting a process and completing it. It usually refers to how long it takes from placing an order to receiving the goods or service.
Order Date	This is the day a customer places an order for goods or services.
Reminder Date	This is the day you plan to check in after sending the quote.
Required Date	This is the day the customer wants the goods or service delivered
Supplier	This is the company that provides goods or services to another business

Purchasing Options

Drop Ship	Ticking this box enables you to generate a Purchase Order on the fly—complete with all relevant details, so you don’t need to build one from scratch when drop-shipping an item.
RFQ (Request for Quote)	Ticking this box allows you to generate a Request for Quote on the fly—pre-filled with all relevant details, so you don’t need to start from scratch when requesting updated pricing for an item.
PO Qty	Enter the quantity here for which you want to generate a Purchase Order or Request for Quote.

Supplier Costing

Item Cost	This shows the actual cost of the item
Item Code	This is the suppliers item code
Supplier Discount	Shows if you received a discount on this item when purchased form supplier
Last Updated	This is the date the cost was last updated for this item
Latest Cost	Similar to Item cost, this shows the actual cost of the item at that date

Internal Notes

Internal Note

Use this field to add private comments or internal details related to the job, quote, or project. These notes are for internal use only and are not visible to the customer, making it ideal for internal communication and instructions.

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Approve Quote to Job

Quotes must go through approval stages to ensure they are reviewed internally and accepted by the customer before being converted into a job.

Internal Approval

This stage is for internal review and sign-off.
It ensures pricing, margins, and job details are checked and approved within the business before sending to the customer.

Once internally approved, the quote is provided to the customer for acceptance.
This confirms the customer agrees to the scope, pricing, and terms.

After customer approval, selecting “Approve to Job” converts the quote into an active job.
The job is then available in Manage Job and becomes part of the live workload.

Approved to job

1	Quote Number	This is the Quote number linked
2	Customer	Customers Name
3	Description	This will be specific to the Job as an easy identifier in a list
4	Long Description	Here you can be more specific to the job
5	Quote Date	This is the date of the Quote
6	Branch	You can select a specific branch that this is linked to if you had these set up at the start
7	Order Number	Customer Order Number
8	Team	You can select a team if these have been setup
9	Employee	Refers to the specific person responsible for completing a task or project. It helps track accountability, scheduling, and communication.
10	Department	Add a department if this has been setup for your company
11	Function
12	Est Start Date	Date estimated for Job to start
13	Group Activity
14	Completion Date	Date Estimated for Job to be completed
15	Delivery Date	Date that the item is expected to be delivered to your customer
16	Create PO Drop Ship	This is to allow you to create a PO from the Job once its started.
17	Allow to Exceed Quote Value	Ticking this box allows actual job costs to exceed the quoted value. This is helpful when unexpected expenses arise during production or service delivery, and you want the system to continue tracking costs without treating the quote as a strict limit. If left unticked, a new quote must be created to include any additional costs.
18	Allow to Exceed Budget Qty	Ticking this box allows the actual quantity used in the job to exceed the budgeted amount. This is useful when additional units are required during production or service delivery. If left unticked, you’ll need to produce a new quote to add more units.
19	Activate Report Dates	This will allow you to be able to report on this job
20	Use Build Task Defaults	When you create a build task default, you can specify alternative warehouses or item sources. Once a quote is converted into a job, the system will apply the defaults set in your build template. This ensures that materials are drawn from the designated warehouse rather than the main warehouse, allowing for more precise inventory control—especially when working with a master warehouse setup.
21	Charge Up (SC)	Charge Up (SC) means the customer is billed for actual time and materials used, including any extras beyond the initial scope. Charge Up allows you to invoice for additional costs incurred during the job.
22	Prepaid (CTC)	Prepaid refers to the quoted amount for the job, the fixed charge agreed to by the customer. You can’t invoice beyond this amount, so any extra time, materials, or costs that exceed the quote become your internal expense, or ‘Cost to Company (CTC)
23	Warehouse	All stock will come from the Warehouse selected here
24	Job Link	You may find that you already have a job for this customer, and this is a sub job, to can select this job form the drop-down menu link to two or more jobs.
25	Assembly	“Assembly” refers to an internal process where components or materials are prepared, combined, or staged before installation or delivery. It’s not billed separately to the customer but contributes to your overall job cost.
26	Lock Employee	You can lock the employee assigned to this job so it cannot be changed without your knowledge.

Quote Statuses

Job Costing > Activity > Job New Quote Search

 

Preparation

This is the stage where a quote has been created.
Path: 

All

Displays quotes across all status stages. It is not recommended to search using this status.

Scope Creep Quote

This applies when a quote is created from a job using the Scope Creep Quote function. The quote is considered to be in the preparation stage and must progress through all approval stages.

Requesting Internal Approval

This status indicates the quote has moved from Preparation to Internal Approval.
Path: Job Costing > Activity > Job Internal Quote Approval

Internal Approval

This is the stage where the quote is undergoing internal review and approval.

Job Customer Quote Approval

This status means the quote has progressed from Preparation or Internal Approval to Customer Approval.
Path: Job Costing > Activity > Job Customer Quote Approval

Customer Approved

This status indicates the quote has been approved (from Preparation, Internal Approval, or Customer Approval) and converted into an active job. The job is now available under Manage Job, essentially forming part of the order book.
Path: Job Costing > Activity > Manage Job

Internal Rejection

This occurs when a quote is rejected during the Internal Approval stage.

Customer Rejection

This occurs when a quote is rejected during the Customer Approval stage.

This status applies when a quote is cancelled at any stage of the quote process.

Quote - Exclude from Reports

This flag will assist when running reports on quote values, allowing us to exclude certain quotes (effectively treating them as zero).

This will work in conjunction with the Prepriced tick box.

Rules:

 

Job Costing Quote Detail Report

Job Costing > Reports> Job Quote Detail Report

•  Double click to open report

Statuses

Preparation	This is the stage where a quote has been created.
Scope Creep Quote	This applies when a quote is created from a job using the Scope Creep Quote function. The quote is considered to be in the preparation stage and must progress through all approval stages.
All	Displays quotes across all status stages. It is not recommended to search using this status
Requesting Internal Approval	This status indicates the quote has moved from Preparation to Internal Approval. Path: Job Costing > Activity > Job Internal Quote Approval
Internal Approval	This is the stage where the quote is undergoing internal review and approval.
Job Customer Quote Approval	This status means the quote has progressed from Preparation or Internal Approval to Customer Approval. Path: Job Costing > Activity > Job Customer Quote Approval
Customer Approved	This status indicates the quote has been approved (from Preparation, Internal Approval, or Customer Approval) and converted into an active job. The job is now available under Manage Job, essentially forming part of the order book. Path: Job Costing > Activity > Manage Job
Internal Rejection	This occurs when a quote is rejected during the Internal Approval stage.
Customer Rejection	This occurs when a quote is rejected during the Customer Approval stage.
Cancelled	This status applies when a quote is cancelled at any stage of the quote process.

Manage Job

Managing a Job

Job Management

Job Costing > Activity > Manage Job

• Type in your Job number 
  Click Search 

Each job line consists of multiple columns, with each column providing specific details about the job.

You can rearrange the columns in the order that the information is most relevant to you by simply dragging and dropping them into your preferred order as shown below.

To Invoice	You can click on the dot to change the icon to a thumbs up to send this line for invoicing
Notes	You can add notes for internal records.
Line Type	This refers to where the line came from, the example above is from a Quote but can come from a CTC (Cost to Company) or a SC (Scope Creep)
Required Date	This is the date the Job is to be completed by
Job Item Progress	This is used for Production Tracking
QT No.	This is the Quote number the line was added from
B-Status	This will show a different icon to show whether the Job has been started, in progress or completed
Due	Will show you how many days are given to complete Job
Days Required	This will show you have may days is needed to complete this Job Line Item
Item Status	This will show if the line is a Stock, Service or Custom Item using Icons
Related To	This will show if the line is a Stock, Service or Custom Item
On Hand Qty	This will show you how many of the specific item you have on hand to do the job, it will highlight if you do not have enough stock to complete the job
Budget Qty	This shows you what you had initially quoted
Actual	This Quantity indicates the quantity used for the job
Balance	This is the Quantity that is left over from the Budget Quantity
Exceeded	This will show you the quantity you have exceeded over the Budget Quantity
Est Qty	This is usually the same as tour Budget Qty
Delivered Qty	This is how many of this line item has been completed and actually dispatched to the customer
Line Status	This speaks to the Job Item Status and B-Status which shows job progress
Job Line Description	This is the description form the quote detailing what the line item is

Manage Job by Line

Managing one line at a time within a workflow keeps you in control by ensuring each task is handled deliberately and accurately. This method reduces errors, simplifies troubleshooting, and creates a clear audit trail. It’s the recommended approach for maintaining consistency, accountability, and professional standards across every job.

• Double click on a job line
• Update your usage amount for this item
  

As shown below the main things you will be looking at is the following 

Available Stock Qty	Shows you all available stock
Budget Qty	This is what was Quoted
Actual Qty	This is how many have been used
Balance Qty	This is how many you have left to use from your Quote amount
Usage	This is an open field where you will put in the quantity being used

• Click Save and Close

You can now see that the line is active, and you’ll notice updated quantities and statuses reflecting the latest changes.

If you've made an error and need to adjust the quantity, simply double-click the Job Line again. To decrease the quantity, enter a minus sign (–) in front of the amount you're reducing, as shown below.

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UnManage Line/All

• Actions can be applied to either a selected line or all lines in the grid.
• “All lines in grid” will operate based on the currently filtered data.
• If a line cannot be processed, it will be skipped and the system will continue with the next line.

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Adding a New Line to a Job

To add a new item to a job, you have three options:

1. Scope Creep – This can be added manually and will be charged to the customer. It’s recorded as a cost to company and included in the overall job cost.
2. Cost to Company – Also added manually, this option absorbs the cost internally without charging the customer. It’s useful for goodwill gestures or internal adjustments.
3. Quote – If the customer has accepted a quote for the additional work, it follows the same process as the initial quote but is linked to the existing job rather than creating a new one.

See below where you will find these options.

The screen to add Scope Creep or Cost to Company looks the same and essentially works the same.

• Click on Scope Creep or Cost to Company

• Select your Item from the dropdown menu
• Add your Quantity
• Click Save & Close

To add a new line to the job from Quote:

• Click on Quote

Creating a quote from within a Job similarly to starting one via Job Costing > Activity > Quote in the main menu. However, because it originates from a job, it will automatically be linked to that job. This connection is visible in the Extras tab.

Quotes created this way will also include a “.1” suffix after the original quote number, this indicates that the quote is an extension or variation of the original, tied directly to the job.

If you create a quote from the main menu instead, it will generate a new quote number. You can still manually link it to a job by entering the job number, but creating it from within the job acts as a convenient shortcut.

Once customer approval is received and the quote is approved to the job, the corresponding line will be added to the job record. The quote number will appear with a “.1” suffix appended to the original quote number, this provides a quick visual cue that the item represents additional work beyond the original quote.

Viewing the Quotes on a Job

To view all quotes on a job clock on the "Sales Docs" tab. Here you will see any outstanding quote as well as quotes that have been approved.

Move Job to Invoice

Once the job is fully completed and all line items have been managed, you can click the “Thumbs Up” icon at the top tabs, labeled “Ready to Invoice.”

Job Search Screen Explained

Job Search Screen

Searching for Jobs - Job Costing > Activity > Manage Job

This area only searches for Jobs with a Job status of

• Not Started
• Started
• In Progressing

Search Button

The Search button is used to run the search once you have entered your desired criteria.

After selecting or entering the relevant filters (such as job number, customer, date range, or status), clicking Search will display all jobs that match those criteria in the results grid below.

Basic Search Tab

Job Number	If you know the exact job reference
Customer From / To	Filter jobs for a specific customer or range of customers
Quote Number	Locate jobs linked to a specific quote
Order Number	Search using the related order reference
Short Description	Search by keywords describing the job
Date Type	Choose which date you want to filter by (e.g., Start Date)
Date From / Date To	Define a date range to refine results
Job Status	Filter by status (e.g., All, Active, Completed)

 

Job Search Grid Columns Explained

Job Costing > Activity > Manage Job

• Click Search 

The Job Search screen displays results in a grid format. Each row represents a job record, and the columns provide key information about that job.

The grid is customisable, allowing users to choose which columns are visible based on their needs.

Customise columns in the grid:

Reordering Columns

Status	Displays the current status of the job
Delivery Address 1 / 2	Shows the delivery location details
Asset	Links the job to a specific asset, if applicable
Division	Indicates the business division associated with the job
Reopened	Identifies jobs that have been reopened after completion
Assembly	Indicates if the job involves assembly components
Job Link	Provides a reference or link to related jobs
Payment / Retention	Displays payment or retention-related information
Estimated Start Date	Planned start date for the job
Invoice Group	Groups jobs for invoicing purposes
Charge Up	Indicates whether the job is chargeable
Project	Links the job to a broader project
Prepriced	Shows if pricing has been predefined
BOM / BOM Item	Displays Bill of Materials and related items
Activity Group	Categorises the job under a specific activity
Internal Job	Flags jobs that are internal (non-customer facing)
Job Manager	Shows the person responsible for the job
Comment	Allows for additional notes or remarks
Budget Selling	Budgeted revenue for the job
Actual Selling	Actual revenue recorded
Variance	Difference between budget and actual values
Invoiced Selling	Amount that has been invoiced
Memo	Additional internal notes or messages
Att (Attachments)	Indicates if documents or files are attached to the job
Due	Displays due dates or overdue indicators
Job Status	Current status of the job (e.g. in progress, completed)
Team	The team assigned to the job
Info	Additional job-related information or quick access details
WIP O/S (Work in Progress Outstanding)	Value of work still in progress
% Completed	Progress percentage of the job
Completion Date	Date the job was completed
Delivery Date	Scheduled or actual delivery date
Region	Geographic area linked to the job
Start Date	When the job began
Approved Date	Date the job was approved

 

Expanded Search Fields

Status / Position	Filter jobs based on their current status or stage within the workflow
Division	Search for jobs linked to a specific business division
Region	Narrow results by geographic location or branch
Project	Locate jobs associated with a particular project
Payment / Retention	Filter based on payment terms or retention details
Reference	Search using any external or internal reference number
Asset Item	Find jobs linked to a specific asset or item
Order By	Sort the results based on selected criteria (e.g., date, job number)
Assembly	Filter jobs related to specific assemblies or grouped components
Charge Up	Identify jobs based on charge-up rules or settings
Prepriced	Filter jobs that have predefined pricing applied
Job Manager	Search for jobs assigned to a specific manager
Invoice Group (Inv Group)	Locate jobs grouped for invoicing purposes

These additional filters are especially useful when:

They allow users to move beyond basic searches and fine-tune results with greater accuracy and control.

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Manage Job Button

The Manage Job button (highlighted in the toolbar at the top) is used to open a selected job into the full job management screen.

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Views Button

The Views button allows users to change how the job information is displayed after running a search. Instead of only viewing jobs in a standard list, users can choose different layouts depending on their needs.

This screen allows you to control how the Job Workflow overview is displayed, helping you plan and track jobs over a selected time period.

This screen allows you to control how the Job Workflow overview is displayed, helping you plan and track jobs over a selected time period.

View	The first View dropdown lets you choose which date the workflow is based on: - Estimated Start Date - Completion Date - Delivery Date This determines how jobs are positioned and displayed in the workflow timeline.
Column Width	- This setting controls the width of the columns in the workflow display. - Increasing the value makes columns wider, while decreasing it makes them narrower. Useful for adjusting the layout to fit your screen or improve readability.
Date Range (Date From / Date To)	- Defines the overall date range of jobs to include in the workflow. - Only jobs within this selected period will be displayed.
Debtor Filter	- Used to filter jobs for a specific customer (debtor). - If left blank, the system will display all jobs. - If a customer has multiple jobs, you can select them here to narrow down the results.
View (Duration)	The second View option controls how far ahead you can plan: - You can display the workflow for up to 12 weeks in advance This helps with forward planning and scheduling.
Start Date	- Defines the starting point of the workflow view - This is typically set to today’s date, but can be adjusted if needed
Action Buttons	- Search – Applies the selected filters and displays the workflow - Close – Exits the screen - Clear – Resets all fields

Once you have applied your desired filters and clicked Search, the results screen will appear as shown below.

This screen displays the results of your search in a workflow (timeline) view, organised by date.

Each column represents a specific date, and the jobs returned from your search criteria are displayed under their scheduled or estimated start dates.

Key Features:

Job Display – Each job appears as a card showing key details such as:

- Job name or description
- Job number
- Status indicators (icons and colours)
- Start and completion dates
- Assigned team

Date-Based Layout – Jobs are arranged in columns by date, making it easy to see what work is scheduled on each day.

Drag-and-Drop Functionality – Users can click and drag jobs from one date column to another to reschedule or reorganise the workflow.

Visual Status Indicators – Colours and icons provide a quick view of job progress, delays, or completion status.

• Calendar Option

The Calendar View displays jobs in a familiar calendar layout, making it easy to see when work is scheduled across specific days.

- Day – View jobs scheduled for a single day
- Week – See jobs across a full week
- Month – Get an overview of jobs across the entire month

• Gantt Chart View

The Gantt Chart View provides a detailed timeline of all jobs, allowing users to visually track progress, duration, and scheduling across a timeline.

- Timeline Display – Each job is represented as a horizontal bar stretched across the dates it is scheduled for, making it easy to see how long a job will take and when it is due.

- Job Details Panel – On the left-hand side, key information is displayed in columns, including:

Job Name
Job Number
Estimated Start Date
Customer Name
Description

- Date Grid (Right Side) – The timeline on the right shows days and weeks, with job bars positioned according to their scheduled start and end dates.

- Visual Progress Tracking – The length and position of each bar clearly indicate:

Job duration
Overlaps with other jobs
Gaps in scheduling

- Drag-and-Drop Functionality – Jobs can be moved along the timeline to adjust scheduling, allowing users to easily reschedule or reorganise workloads.

- Zoom Option – The zoom control allows users to adjust how much detail is displayed in the timeline (e.g., viewing a shorter or longer time period).

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Start Job Button

The Start Job button allows you to manually start a job.

In this case, you can simply:

This will activate the job without needing to work on any job lines first.

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New Job Button

The New Job button is used to create a job directly, without first creating or promoting a quote.

When this option is selected, a new job is started “on the fly,” allowing users to quickly set up and begin working on a job straight away.

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Create Reminder Button

The Create Reminder button allows you to set a reminder for a selected job.

To use this feature:

This is useful for setting follow-ups, deadlines, or any important actions related to a job.

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Ready for Invoice

The Ready for Invoice button is used to mark a job as ready to be invoiced.

When selected, it simply adds a thumbs-up icon to the job in the results grid, providing a clear visual indicator that the job is complete and ready for billing.

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Functions Button

The Functions tab provides access to a range of additional actions that can be performed on a selected job. These are typically used for maintenance, updates, or managing specific job settings.

Close or Cancel Job	Allows you to close a completed job or cancel a job that is no longer required
Job BOM	Opens or manages the materials associated with the job
Import Delivery / Completion Dates	Used to update job delivery or completion dates in bulk
Recalculate Job	Refreshes and recalculates job costs and related figures to ensure accuracy
Update Percentage Complete	Updates the job’s progress bar percentage based on current activity
Payment / Retention	Manages payment details, including any retention amounts held or released
Change Customer on Job	Allows you to update or correct the customer linked to the job

Manage Job Line Edit and reassign

Double-click a Job to open it. Within the job, double-click a job line to edit or reassign it.

This is the main screen where a Job line is managed

Restrictions

You cannot edit the line if:

You cannot change cost or quantity if the item is a:

Reassignment Rules (Sell Price)

When reassigning to a new parent:

 

Unmanage All Job Lines

The “Unmanage All” function will reverse any managed quantities on job lines, reducing them back to an unmanaged state based on what has not yet been invoiced.

To fully remove or reset job lines, use the available actions provided below in combination.

A	UnManage All items on a job
B	Clear Line History  Only works if the Managed Actual quantity equals zero
C	Delete Job Line Only works if there are no Line History entries

Actions can be applied to either selected lines or all lines within the grid.

This ensures efficient processing without interruption when working with multiple job lines.

Manage Job Functions Tab Explained - Detailed

Functions Tab

Manage All	The Manage All button is used to manage all lines on the job at once.
Import	The Import button is used to upload job lines from a file into the job.
New Stock Request	The New Stock Request button is used to create a request for stock items required for a job.
Create PO	The Create PO screen is used to generate purchase orders for items required on a job.
Create BOM	The Create BOM screen is used to add a Bill of Materials to a job, bringing in a predefined set of items.
Verify task stock
Task Stock Request
Delete Task	The Delete Task button is used to remove a task from the job.
Add to Picking Slip	The Add to Picking Slip button is used to assign selected job lines to a picking slip for warehouse processing.
Planned Timelog	Allows you to Generate a planned time logs for each employee based on the entries in the Job Line tab, allowing future work to be scheduled and tracked effectively.
Copy to Job	The Copy to Job button allows you to copy selected job line(s) to another job.
Clear Line History
Delete Job Line
Change Line Type
CTC to SC
Support Log
Time Log
Quick Time Log
Checklist
Complete

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Manage All

The Manage All button is used to manage all lines on the job at once.

When selected, a confirmation window will appear asking if you want to proceed. You can also choose to include wastage items.

Click Yes to continue and apply actions to all job lines, or No to cancel.

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Import Button - Line Import

The Import button is used to upload job lines from a file into the job.

This feature is ideal when importing a recipe or BOM set up for a single unit. The multiplier allows you to scale the quantities automatically during import, saving time and ensuring accuracy.

When selected, the Job Import screen will open where you can:

Only valid items will be imported, and any errors can be reviewed using Show Errors.

File Upload & Import Process

Quantity Multiplier Option

Please Note

 Import Rules

 

 CSV File Template

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New Stock Request

The New Stock Request button is used to create a request for stock items required for a job.

This screen allows you to:

Once completed, the request can be saved and sent for processing, allowing the store team to supply the required items for the job.

• Basic Tab

Stock Request No	System-generated number for the request
Reference	Optional reference for internal tracking
Description	Brief details about the stock request
Storeman	Select the staff member responsible for the request
Requested By	Shows the current status of the request (e.g. Requested)
Sort By	How items are arranged (e.g. Stock Code)
Date Created	When the request was created
% Complete	Progress of the request
Date Req. By	Required date for the items
Document Type	Type of record (e.g. Job)
Job Number	Links the request to a specific job
Select	(Actual / CTC / SC): Determines costing/selection method

• Item Grid (Botton Section)

This screen ensures all required stock for a job is formally requested, tracked, and supplied by the store team.

Code	Item Code
Description	Item details
Item Type	Type of item (e.g. stock, service)
Line Reference	Reference per line
Quantity	Number of items requested
Date Req. By	Required date per item
UOM	Unit of measure
Warehouse / Bin Location	Where the item is stored

• Scan Tab

The Scan tab works the same as the Basic tab but is designed for barcode scanning.

Items scanned are automatically added to the item grid below, removing the need to manually search and enter stock codes.

Purpose: Speeds up stock requests by allowing items to be added using a barcode scanner.

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Create PO

The Create PO screen is used to generate purchase orders for items required on a job.

Grouping	Choose how items are grouped when creating POs: None (no grouping) Creditors (group by supplier)
Description	Enter a description for the purchase order(s)
Creditor	Select or update the supplier for the items
Show Not Started	Displays items not yet processed
Show No Creditor	Shows items without a supplier assigned
Show Zero Items	Includes items with zero quantity
Show PO Items	Shows items already linked to a PO
Create POs/ Close	Select the required items from the grid Click Create POs to generate purchase order(s) Close to exit the screen

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Create BOM

This screen allows you to quickly add multiple predefined items to a job using a selected BOM, saving time and ensuring consistency.

BOM Type	Choose Basic or Advanced, which determines which BOM list is available
Result Item	Select the BOM item you want to apply (based on the chosen BOM type)
Description	Displays or allows entry of the BOM description
Bill of Materials	Select the specific BOM record if multiple exist
Quantity	Number of times the BOM will be applied
Warehouse	Select the warehouse the items will be drawn from
Projected Date	Expected date for the BOM items
Machine	Optional field for linking to a machine
Job No Link	Confirms the job the BOM will be added to
Manage Job	Apply the BOM and manage the lines immediately
CTC / SC	Choose how the BOM is costed (Cost to Company or Scope Creep)
Actions	Save & Close: Apply the BOM and exit Save: Save without closing Close: Exit without saving Manage BOM: Open BOM management (if available)

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Verify Task Stock 

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Task Stock Request

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Delete Task

The Delete Task button is used to remove a task from the job.

When clicked, a confirmation message will appear:

Note: Only tasks (not standard job lines) can be deleted using this button.

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Add a Picking Slip

This function allows you to send selected job items to the warehouse so they can be picked and prepared for the job.

On this screen you can:

The bottom grid shows the items that have been added to the picking slip.

Actions:

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Planned Time Log

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Copy to Job

This function lets you reuse job lines across different jobs, saving time and ensuring consistency.

Copy to new Job:	Select the job you want to copy the line(s) to
Quote Lines:	Tick to copy as quote lines
Scope Creep (SC) Lines:	Tick to copy as scope creep lines
Cost to Company (CTC):	Tick to copy as cost to company lines
Quantity Type:	Choose how the quantity is copied: - For example, Balance will copy only the remaining quantity
Actions	Continue: Copies the selected line(s) to the chosen job Close: Exits without copying

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Clear Line History

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Delete Job Line

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Change Line Type

?????

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CTC to SC

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Create RFQ

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Production Tracking

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Replace Item

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Manage All

The “Unmanage All” function will reverse any managed quantities on job lines, reducing them back to an unmanaged state based on what has not yet been invoiced.

A	UnManage All items on a job
B	Clear Line History  Only works if the Managed Actual quantity equals zero
C	Delete Job Line Only works if there are no Line History entries

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Move to Job

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Support Log

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Time Log

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Quick Time Log

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Create Checklist

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Checklist

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Complete

Job Costing Screens Defined

Manage Job - Buttons Explained

Info	This screen is used to add and manage internal notes for a job. Enter notes in the main text area (with formatting options available) Save to store notes against the job From Template to insert pre-set templates Print Notes to include notes in printed documents Close to exit
Workflow	This screen allows you to control how the Job Workflow overview is displayed, helping you plan and track jobs over a selected time period.
Ready for Invoice	When selected, it simply adds a thumbs-up icon to the job in the results grid, providing a clear visual indicator that the job is complete and ready for billing.
Functions	The Functions tab provides access to a range of additional actions that can be performed on a selected job. These are typically used for maintenance, updates, or managing specific job settings.
View Doc	When you select a document in the Sales Doc or Purchase Doc tab and click View Doc, the document will open in a new screen.
Print Doc	When you select a document in the Sales Doc or Purchase Doc tab and click Print Doc, it will open a print selection screen. From there, click Continue to either print or email the document.
Print Reports	The Print Reports button provides a dropdown list of available job reports. Select the required report (e.g. Job Card, Job Analysis, Cost Report), and it will open ready for printing or review. This allows quick access to different reports related to the selected job.

Manage Job - Tab Explained

Basic Tab Overview

The Basic tab provides a high-level overview of the job and contains the key fields required to manage and update core job information.

The Basic tab is used to:

It acts as the central point for managing the most important aspects of a job before moving into more detailed tabs (such as Dates, Address, or Progress).

Completed	This controls the overall progress of the job Can be updated manually to reflect how far along the job is Helps with tracking timelines and reporting The small controls beside it allow for quick adjustments without typing
Charge Up (SC) Tick	When ticked, this indicates the job is chargeable to the customer
Assembly Tick	Used when the job involves building or assembling components
Prepriced (CTC) Tick	Indicates the job has fixed or predefined pricing, meaning costs are not calculated dynamically
Internal Job Tick	Marks the job as internal use only, meaning it is not billed to a customer
Sub Job Link	Allows you to connect this job to another related job, useful for larger projects split into parts
Comment	Used to add important notes, instructions, or context This is useful for keeping communication clear between users or teams
Short Description	A brief summary of the job for quick identification
Reference	Any additional identifier or note provided by the customer or internally
Order No	Links the job to a customer order or purchase order
Sales Rep	The person responsible for the sale or account
Status/Position	Shows where the job sits within the workflow or process stage
Team	The group or department responsible for completing the job
Asset Item	Links the job to a specific asset or item, if required Includes lookup options to quickly search and attach records

Job Percentage Complete

The job completion percentage is calculated by comparing the total budgeted quantity to the total actual quantity completed.

This value is displayed in blue; however, it may not always accurately reflect the true completion status. In such cases, the user may need to adjust it manually.

The percentage can be updated by clicking the arrow button or selecting a value from the dropdown menu.

If the tick box is enabled, the percentage will automatically update each time the job is saved. If the tick box is disabled, the percentage will remain unchanged and must be updated manually by the user.

A single button is available to update the completion percentage across all jobs simultaneously.

This function will only apply to jobs where the tick box is enabled. Jobs with the tick box disabled will not be updated automatically and must be adjusted manually by the user.

 

Filter Tab Overview

Item Code
Description
Department
Function
Req Date From and To
Quote No
Show Locked Lines Tick
Employee
Line Type
Line Reference
Line Status
Group Name
Update Lines
Clear Filter
Delete Range

 

Progress Tab Overview

The Progress tab provides a summary of job performance, with totals calculated based on values entered in the Scheduling tab (task activity groups).

Total Sell Budget	This value is initially populated when a quote is promoted to a job. It represents the total sell value (excluding) from the quote. This figure can be manually updated if required.
Total Cost Budget	Also populated when the quote is promoted to a job. Represents the total cost value (excluding) from the quote. This figure can be manually updated.
Activity Job Progress %	Calculated as the sum of percentage completion entered in the Scheduling tab for task activity groups. Reflects overall job progress.
Activity Sell Budget Sum	The total of all sell values assigned to task activity groups in the Scheduling tab.
Invoiced to Date	The total value of all processed invoices. Displayed as the sell value excluding GST.
Potential to Invoice	Calculated as: Activity Sell Budget – Invoiced to Date Indicates remaining value available to invoice.
Invoiced % to Date Sum	The total percentage already invoiced, based on percentages entered on task activity lines.
Value to Invoice	The calculated value ready to be invoiced, based on the invoicing percentages selected on task activity lines.
Total Hours	A manual entry field used to record the total hours required for the job.

 

Manage Job - Notes Tab

The Notes for Manage Job has been upgraded to the new text format

Job Bill of Materials Process (BOM)

The Job Bill of Material (BOM)

Process Steps:

Job Bill Of Material (BOM) Process

Resultant Item Setup

Go to Inventory > Configuration > Inventory Setup

        

• Select the BOM Item checkbox
• Click Save and Close

      

 Setup the BOM item

Go to setup the Bill of Materials item

 

 

Capture Quote - Job Costing

 Job Costing > Activity >Quotation

• Enter the GST Production Account Code
• Enter the Description and Reference
• Enter the Order Number
• Click the Address tab

• Enter the required Division
• Enter the required Region
• Enter the Invoice Group (if applicable)

• Click Save
• Select the Add tab
• Choose the Stock Code or enter the description for the resultant item to be produced
• Enter the required Quantity
• Enter the estimated Cost Price - Do not enter a selling price

• Click Save and Close
• Click the Approval Options dropdown
• Select Customer Approval – this must be selected to ensure correct reporting
• Select Approve to Job

 

 

• Click Continue
• Click OK

 

Manage Job

Job Costing > Activity > Manage Job

• Enter the Job Number
• Select the required Production Job
• Click Manage Job
• Click the Cost to Company button

• Enter the Item Code of the stock item being used to produce this BOM item
• Enter the required Quantity
• Click Save and New to add another item

 

 

 

• Manage the stock items added to the job
• Double-click the relevant line and enter the quantity used

Once all stock items have been processed, review the job lines to ensure they are accurate and have been correctly managed

 

Ensure all timesheets from relevant staff have been submitted and are ready for capture, or have already been entered into the system

 

• Check the costing analysis of the job
• Open the job
• Select the Print tab
• Click the Job Total Analysis button

 

Click the Managed Totals tab

 

•  Click the View Details Button

 

 

• Enter the Resultant Item Code
• Enter the Quantity to be produced
• Click Save
• Click Process

 

         

         

•          Verify the BOM Item Stock

        

You will notice that the resultant item stock on hand has now been updated and increased accordingly

      

File Upload & Import Process

Quantity Multiplier Option

This feature is ideal when importing a recipe or BOM set up for a single unit. The multiplier allows you to scale the quantities automatically during import, saving time and ensuring accuracy.

Please Note

Import Rules

CSV File Template

Below is the required structure for the CSV import file. Ensure the file is saved with semi-colon (;) separators.

ItemCode;Description;Quantity;Cost;Selling;ManagedQty;RequiredDate;Employee;Rate;IsComplete;WarehouseCode;Drawing;Comment

ITEM001;Sample Stock Item;10;;25.00;10;2026-06-01;jbloggs;1;0;MAIN;DRW001;Standard item
SERV001;Labour Task;5;50.00;75.00;5;2026-06-02;asmith;2;0;;;Installation work
CUST001;Custom Item;2;20.00;40.00;;2026-06-03;;;0;;Custom ref;Special notes

Field Overview

Job Management Letter/Note Template

Where to find Job Management Letter Templates

There are two places within the Job management where you can pull in templates to record job information and Notes. These templates are set up in CRM Module.

CRM > Configuration > Email Template

• Use the email drop-down below to filter the Job Management templates.
• Click "Add" to add a new template

Creating a new Template for Job Managing

Add the below for your template as shown below:

• Code
• Description
• Choose the type "Manage Job"
• Add your template, here you will be able to design your template by adding text, images, grids, links etc.
• Click "Save & Close"

Where to Add a Job Management Letter Templates

Job costing has two locations where the templates can be pulled in. 

Job Costing Module > Activity > Manage Job

• Search for the job you are wanting to add a template to.
  

Notes (Add template here)

• Double Click on the job line to open the job
• Click on "Notes"
• Click on "From Template" a widow will open with a dropdown
• Select your template from the dropdown to populate the text box.

Info (Add template here)

• Click on "Info"
• Click on "From Template" a widow will open with a dropdown
• Select your template from the dropdown to populate the text box.

Closing or Cancel Job

Closing a Job

Job Costing > Activity > Manage Job

A job is automatically closed upon issuing a final invoice. However, if invoicing is complete and the job remains open due to outstanding purchase orders or quotes, it can be manually closed as needed.

• Close all the open documents (Quotes, PO, Delivery Notes)
• Highlight the job line you want to close
• Click "Functions" dropdown at the top left of the screen
• Click "Close or Cancel Job"
  

Auto-populated information

These details are pulled through from the job:

Close Type

Choose one of the following options:

Reopening a Job

This manual outlines recent system changes designed to identify when a job has been reopened.

When searching for jobs, reopened jobs will be clearly indicated in the grid:

 

 

Lock Lines

When a job is closed, all associated lines—whether managed or not—are locked.

If the job is later reopened, these existing lines will remain locked and cannot be edited.
Only new lines can be added to the job.

 

Job Reopened Indicators

When opening a reopened job, the system clearly highlights this status for visibility.

This ensures users can easily recognise that the job has been reopened and understand which lines can no longer be edited

 

 

Refresh Grids

You can now refresh job tabs without needing to close and reopen the job.

Simply click on the All Job Lines Level tree view, and the system will automatically refresh all job tabs, including the line items.

 

 

Manage Job Statuses

Job Statuses

Job statuses indicate the current stage of a job, helping users track progress, manage workflows, and ensure accurate reporting.

Status	Details
NotStarted	The job has been created but not yet begun. It is unmanaged and has no active work or progress.
Started	The job is in progress. This typically means managed lines have been added or work has commenced.
Completed	The job has been finished and closed. A final invoice will usually trigger the job to move to this status.
Closed	The job has been manually closed. This may occur if the job is no longer required, the customer is no longer active, or costs (such as stock or labour) cannot be recovered. Jobs are closed using the Job Close function.
Cancelled	Job is cancelled Job created was a mistake Job was NotStarted and needs to be taken off the list
JobBOM	The job is being used to produce a Bill of Materials. In this case, the job acts like a “recipe” to build or assemble a final product from components.
InProcessing	An error has occurred while completing the job, usually during invoicing. These jobs should be reviewed and corrected. To resolve, manually close the job and update the status to Completed, Closed, or Cancelled as appropriate.

When running reports, you can filter jobs based on their status, such as Started or Completed.

This allows for accurate tracking of work in progress versus completed work.

 

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Correcting an Incorrect Job Status

If a job has been closed or marked with the wrong status, it can be corrected by updating the job status.

This ensures the job reflects the correct stage for accurate tracking and reporting.

 

 

---

 

In Processing Status Change

This status occurs when an issue arises during invoicing, preventing the job from being completed.

Typically, the invoice has processed correctly, but the job has failed to update to a completed status.

To correct this:

This ensures the job is properly finalised for accurate reporting and tracking.

 

 

---

 

Job Manage status search

Job Costing > Activity > Manage Job

Due date colours is based on Completion date to current date

 

---

Job Status Line Due Date

Job Costing > Activity > Manage Job

Due date colours are based on the Completion Date compared to the current date.
These visual indicators help quickly identify whether a job is on track, approaching its deadline, or overdue.

 

---

Job Status Lines Indicators

Job Costing > Activity > Manage Job

Line statuses provide a clear visual way to track progress by comparing planned (budgeted) quantities against actual usage, while also indicating whether a line has been completed. These colour-coded indicators make it easy to quickly see if a line is on track, completed, or exceeding plan.

---

Manage Line Status Indicators

Job Line Status Word

Job Costing > Activity > Manage Job

 Line status comes in three types

Line Status Types

  

Print Job Card

Job Costing> Activity> Quotation> Print /Export

Select A quote that has a job number and select print job Card form the drop-down arrow.

 

 

---

Print Service Card

Job Costing > Activity> Quotation> Print /Export

Print a service card

Select a quote with a job number and print a service card from the drop-down menu

 

---

Print Job Header

Select Job Header Print Help

Job Costing > Activity> Quotation> Print /Export

Generate

Generates a print layout according to the information contained in that specific Job History Item

Changing the Warehouse on Job Lines

There may be instances where an incorrect warehouse has been selected on a job line and needs to be updated.

To change the warehouse, access the line through the Job Detail Line button and make the required update.

 

 Return to the Job Lines screen.

• Locate the job line with the incorrect warehouse.
• Select (highlight) the relevant line.
• Click the Job Detail button.

 

•  Highlight the job line you want to change.
• Click the Edit Split button.

 

•  Update the Warehouse field as required.

 

 

 

 

Change customer on Job

System Configuration > Security > System Utilities

The system provides a utility that allows you to change the customer on an existing job, provided certain conditions are met.

How to:

You will get a prompt that to confirm you want to change the customer. 

• Click "Yes"

• Select the job number you want to change 
• Select the New Customer 
• Click "Change"

"

you will then get a pop up to say that the customer has been updated

Reassign Job and Editing of the Cost Price

Double-click a Job to open it. Within the job, double-click a job line to edit or reassign it.

Restrictions

You cannot edit the line if:

You cannot change cost or quantity if the item is a:

Reassignment Rules (Sell Price)

When reassigning to a new parent:

Create Reminder

The “Create Reminder” button (highlighted with the bell icon in the top toolbar) is used to set up reminders for a job.

When you click this button, it allows you to:

This is especially useful for:

This screen is where you set up and manage a reminder for a job.

Reminder No	A unique reference number generated by the system.
Complete?	Tick once the reminder has been actioned.
Reminder Date	Select the date you would like the reminder to trigger.
Customer / Supplier	Link the reminder if required.
Created Date	This will be the date the reminder is created
Reminder Date	Select the date you would like the reminder to trigger.
Reminder Type	Automatically links the reminder to the job (e.g. Reminder for Job – JOB5312).
Reminder To	Choose who the reminder will be assigned to (e.g. a user, team, or department).
Add Recipients	Optional – add additional people who should also receive the reminder.   Once you click “Add Recipients” and select a recipient: These fields will automatically become active The system will then: Populate the Contact Person Display or allow entry of the Cell Number Display or allow entry of the Email address
Message Choice	Select how the reminder will be delivered: Normal (system alert) SMS Email
Restrict View
Reminder From	The user or team creating the reminder.
Interactive Type	This field is used to categorise the type of reminder or follow-up so it can be tracked and filtered more easily. You can select from the following options: Clients – General client-related follow-ups Email – When the reminder relates to sending or responding to an email General – For standard or uncategorised tasks Leads – Follow-ups related to new business or opportunities Meeting – Reminders for scheduled meetings Sales – Sales-related tasks or follow-ups Telephone Calls – When a call needs to be made URGENT – High-priority items that require immediate attention
Job No. Link	This automatically links the reminder to the job you created it from.
Reference	Enter a short title or subject for the reminder.
Description	Add detailed notes about what needs to be done or followed up.

Sub Job Link

This section allows you to create a sub-job linked to a main job.

The sub-job retains the original job number, with an extension added (e.g. .1) to indicate that it forms part of the main job. This helps group related work under a single job structure while still tracking each component separately.

 

  Follow the steps to create a Sub Job linked to the main job.

When created, the system will automatically assign a sub-job number based on the main job—for example:

This numbering structure clearly indicates that the sub-job forms part of the main job while allowing it to be managed and tracked independently.

 

Job Expense Cashbook

Job expenses are linked directly to the General Ledger cashbooks, ensuring that all job-related costs are accurately recorded.

These expenses are captured through entries in the General Ledger cashbook lines, allowing costs such as purchases, travel, or miscellaneous expenses to be allocated to a specific job for proper tracking and reporting.

 

 After clicking Next, you can assign the cashbook line to a specific job.

This step ensures that all expenses are properly linked to the job and accurately reflected in job costing and reporting.

 

 Once processed, the expense will be added to the job under the Expense category.

 

 When reviewing the job detail line, the expense will display key information linked to the job:

This provides clear visibility of how the expense has been recorded and applied within the job.

 

 

 

 

Job Costing Sell Value

Job Search

Job Costing Module > Activity > Manage Job

In the past, we never used to show values on the manage job screen. 

We now show values on the top bar and on the grid. 

The top bar shows the total budget, Total Actual and Total Invoice 

This allows you to easily manage job costing values on the job search screen. 

Job values are also showing on the manage job grid as shown below:

The job values also show on the job lines and job history making it easy to manage jobs and all the selling prices.

Job Expense Supplier Journal

Job expenses are directly linked to the Supplier Journal (Creditors Journal), allowing costs entered through supplier invoices or journals to be allocated to specific jobs.

For this functionality to work correctly, the appropriate setup must be completed in Links Maintenance.

System Configuration > General Ledger Links > Links Maintenance > Groups tab

Within the Edit GL Group Link window, the following options must be configured:

Allow Journal To Job

Stock Recovered Costs

Stock recovered costs are created from stock items that cannot be un managed from the job.

The stock item will be returned back on job via a stock level adjustment.

The value of the stock item will be added to the job as a custom item called stock recovered costs.

The quantity will be the same as the quantity of stock returned as a postive figure.

The value of the stock item will be the recovered cost on the job as a negative value.

 

See stock request return to job processes under inventory module

Job Costing stock write off and Gain and Loss balance

Stock Write-Off & GL Allocation

When closing a job and writing off stock, the associated cost must be correctly allocated in the General Ledger (GL).

To ensure accurate financial reporting, the write-off should be posted to the Cost of Sales account using the GL code:
“Job Costing Stock Write Off.”

This ensures that any unrecovered stock used on the job is properly accounted for as a cost to the business.

  

Setup a new GL link and GL Link setup

To correctly account for stock written off during job closure, a dedicated GL link must be configured.

This link should be assigned to the appropriate Cost of Sales account in the General Ledger.

Setting this up ensures that any stock written off is accurately recorded as a cost to the business, maintaining correct financial reporting and audit tracking.

 

Group Link

A Group Link must be created to support stock write-offs during job closure.

This setup ensures that when stock is written off during job closure, the transaction is correctly recorded and linked to the appropriate GL account for accurate costing and reporting.

 

 

Link GL Links

 

Create Link under SCM

 

 

Job Close & Stock Write-Off Process

When closing a job and processing the final invoice, any stock write-offs must be recorded using the newly created GL link.

This ensures that any unrecovered stock from the job is correctly posted to the Cost of Sales, maintaining accurate financial reporting and job costing.

 

  

Percentage Invoice – WIP Correction

This process applies specifically to final percentage-based job invoices.

It is used to correct any variance between the Work in Progress (WIP) Ledger account and the stock write-off value when completing a job. These differences can occur due to timing, usage, or costing variations throughout the job lifecycle.

To support this correction, a new GL account must be set up and used during the final invoicing stage. This ensures that:

 

 

GL Link Setup – Job Gain / Loss

To manage any differences identified during final job invoicing, a new GL link must be created.

This link is used to account for any variance between expected and actual job costs (gain or loss), ensuring these differences are accurately recorded in the General Ledger.

This helps maintain clean financial reporting and proper reconciliation when closing jobs.

GL Link Group – Job WIP Correction

A new Document Type must be created to support WIP corrections during job finalisation.

This document type is used to group and process adjustments required to correct differences between Work in Progress (WIP) and actual job costs when completing percentage-based jobs.

It ensures all WIP correction entries are clearly recorded, tracked, and linked to the appropriate GL accounts for accurate financial reporting.

 

   

GL Link

 

 

GL Link SCM Setup – Job WIP Correction

A new GL link must be created within the SCM (Supply Chain Management) setup to support WIP corrections during job finalisation.

This link is used when processing adjustments between Work in Progress (WIP) and actual job costs, particularly for percentage-based invoicing.

It ensures that any corrections are accurately recorded and aligned with the correct GL accounts, supporting proper reconciliation and financial reporting.

 

 Example

• Quote Created

 

•  Do first invoice – half

 

•   Invoice posting

 

•  T-Accounts

 

•   Lines are managed, but more costs are added

 

 This means that the job has exceeded by R160-03

 

Second Invoice

A second invoice was processed without managing the remaining lines, resulting in increased profit.

 

 

• WIP Balance Correction

The balance in the WIP account must be adjusted when there is a difference between WIP and actual job costs. This typically occurs when the WIP value is higher than the actual costs recorded.

To determine the correct adjustment:

This ensures the WIP account is accurately balanced and reflects the true cost of the job compared to the original estimates.

 

Take On Values for Job

Taking on Values for a Job

Creating a New Job

New Job Button

New Job Button

The New Job button is used to create a job directly, without first creating or promoting a quote.

When this option is selected, a new job is started “on the fly,” allowing users to quickly set up and begin working on a job straight away.

Creating a New Job Process:

• Click New Job
• Complete relevant forms

Customer	Select the customer the job is for
Customer Name	Displays the name of the selected custome
Contact Person	Choose the relevant contact for the job
Description	Enter a short description or title for the job
Division	Assign the job to a specific business division
Reference	Add a reference number if applicable (e.g., customer reference)
Region	Select the region or branch responsible for the job
Sales Rep	Assign the job to a sales representative
Invoice Group	Specify how the job will be grouped for invoicing
Asset Item	Link the job to a specific asset if required
Long Description	Enter a more detailed description of the job

• Continue – Proceeds to the next step and creates the job
• Cancel – Exits without saving

This screen appears after clicking Continue when creating a new job. It is used to finalise and approve the job setup, converting the automatically created quote into an active job.

This screen displays and confirms the key information for the job:

These fields allow you to define how the job will be managed:

These options control how the job behaves:

Other Fields

Planned Time Log Schedule

Job Schedule Activity

Job Schedule Activity

Job Schedule Activity Screen Overview 

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The Job Schedule Activity screen provides a comprehensive, multi-view overview of all jobs, allowing you to monitor progress, manage schedules, and optimise resources from a single location.

Using the tabs available, you can view and manage jobs from different perspectives:

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Job Schedule Activity – Overview Screen

This screen provides a comprehensive overview of all current and future jobs, allowing you to monitor progress, track statuses, and manage workload across teams.

Summary

- Job List Overview

The screen gives a clear snapshot of where each job sits using multiple status columns:

At the top of the screen, you can filter by:

This helps you focus on specific jobs, time periods, or teams.

This screen is typically used to:

Job Schedule Screen Overview

This screen provides a timeline view of current and future jobs, helping you track when jobs are planned to start and how they are spread over time.

Summary

What the Screen Shows

- Left Panel – Job Details

Each row represents a job, with key information including:

Visual Planning

Timeline Scaling

- Job Tracking

- Quick Navigation

This screen is ideal for:

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Employee Schedule Screen Overview

This screen provides a resource-focused view of all employees and their allocated work, helping you understand who is working on what, when, and how busy each person is.

Summary

What the Screen Shows

- Left Panel – Employees

This allows you to quickly see who is active and how much work is assigned.

Resource Visibility

This makes it easy to balance work across the team.

This improves team efficiency and reduces delays.

This screen is ideal for:

Team Schedule Screen Overview

This screen is used to plan and manage team workloads across jobs and dates. It provides a visual schedule that helps you track where each job sits and how teams are allocated over time.

Key Features

- Team-Based Scheduling

- Timeline View

- Drag-and-Drop Functionality

- Visual Job Tracking

This screen is typically used by planners or managers to:

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Employee Tasks Screen Overview

The Employee Tasks screen provides a detailed, task-level view of work assigned to each employee, allowing you to track individual responsibilities, progress, and timing in a structured list format.

What the Screen Shows

Each row represents a task assigned to an employee, with key information including:

Detailed Task Visibility

This screen is typically used for:

Task activity import

Allow for all tasks to be updated via an import

 Template can be found in SCM> Imports > Templates

 

Task Activity Managing

Managing a task activity allows one to do the following

1.Change the activity description 

2.Assign a team to this activity 

3.They are three status's: not started ,started and completed 

4.They are multiple task types namely: main task, split task, sub task and milestone 

5.A task it's specified with a start date and an end date 

6.You can exclude Saturdays and Sundays when creating a resource linked to this task 

7.The task duration days workout they end date from the start date 

8.Lag days workout the number of days between the tasks 

9.Notes can be added to a task 

10.Comments can be added to the task 

11.A task can have a sell budget which is linked to the two percentages 

12.Job progress percentage is defined as the percentage of the task activity completed 

13.Invoiced percentage to date is defined as the percentage invoiced to date

14.The value to invoiced is worked out between the difference of the percentage production and percentage invoice to the total sell budget

15.Linked split tasks show all tasks that are linked to a main task

 

 

 

 

Enforce start date on task activity

 

Update Task activities in Manage job includes enforce start date

1. Recalculate dates will start with estimated job start date and work out task activities from sequence one

2. As soon as a task has the enforce tick on, this will not change this date and leave date as is

3. Following tasks after a task activity with an enforce tick on, will recalculate lag days etc from new enforced date

4. With each new enforce date, the system will recalculate subsequent tasks

 

 

 

 

Deleting a Task

 

To delete a task one would need to go into the manage job window in the scheduling tab.

You can only delete a task if both percentages equal zero %

 

A split task can be deleted from the main tab of job scheduling , if both percentage is equal to zero .

A main task can only be deleted from the manage job screen.

 

 

 

Deleting a task from Manage Job

 

 

 

Create default settings for splitting a task

 

Go to System Configuration > General > Defaults > Job Costing Tab

 

Click here to view settings

 

 

 

 

 

 

 

 

 

Team Schedule

Team scheduling allows for planning task activities on teams

Colours can be assigned to task activites as well as Teams

 Team Colours can be assigned

          Recommend changing Team names from Team Kevin to T- Kevin

Task colours updated based on default task activity group

          Recommend changing Task activity codes from ME-01 to as short name up to 5 to 6 characters MEAS for Measure

          This because the schedule is reflects the code instead of the name, there is limited space to display information

          Information is display – Task code – Job number – Customer short name – Job description

Teams sequence number updated to force preview of teams in a specific order

          Team schedule allows for zooming in to any period you want

                    Zoom 10 is good to view for 2 to 3 week period

                    Zoom 9 is good for 2 month view showing per day

Tasks can be moved to another team

          Click and drag to another team

Tasks can be dragged to extend time of task

          Move to another day

          Click end of block to extend or reduce period

Tasks can now be split

Edit the Task to split with new dates

          There will always be a Main task and then split tasks linked to the main task

Week start dates when looking at the calendar is Monday to Sunday

 

 Update customers with Short Name recommended

          This short name is used in the Gantt chart and scheduling

GRV To Job

Time Tracker Export

Job Total Analysis

Time Logs to Jobs

Time Logs incorrect on Job

Any time log can be changed if it is open including the customer and job number, if it has not gone to job.

This means that if you selected the wrong customer, employee or job, you are able to change this.

Time logs that were processed to a job but were incorrect.

The time log is locked down as an audit entry was processed to a job.

Process on how to reverse this.

1.Go to the job that the time log was wrongly assigned.

2.Double click on the time log and enter the negative quantity amount to reverse via Manage Line

3.This removes the cost allocated to the job

4.However the historical audit of adding and removing on the job will remain

5.The costing on the job will then be correct

6.Go to the CRM > Activity > Time logging

7.Select the expand tab

8.Select to view Show All time logs status

9.Select via the tick boxes the time logs you want to reopen

10.Go to the drop of the process button and click Open time logs

11.This will open the lock on the time logs and you can make changes

12.Once you have made your changes to Customer, Job Number, Time etc

13.Select and process time logs to jobs like you have done before

Open up locked time logs

 

Bookins

Book In integration with Asset Tracker

Bookin Integration with asset tracker allows you to book assets within job costing.

Job Costing module > Activity > Bookin

• Open the Job Costing module to find the integrated booking feature.
• Within Job Costing, locate the option to book assets.
• Choose the specific asset you want to book for a job.

Picking Slip

Picking Slip

 Add to Picking Slip

 This Picking slip form allows the user to add items onto Job

Add Button - to add an item

edit Button - to edit an item

Add per quote button - addall the items on job and move the lines to the bottom screen

Remove button - remove the lines from picking slip

Edit button - amend / make changes on the line

close Button - close the form

print button - print the picking slip.

 

 

Select All – Selects all picking slips available.

Print Pick Report – Prints a Picking Slip Report according to the information you or someone

prior to you has entered.

Save – Saves the current form.

Picking Slip Process

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 Go to Job Costing Module > Activity > Manage Job

Once you have search for the job to manage, highlight job and click on Manage Job.

 

 When the window has loaded click on All Job Lines to display job lines.

There will be a tab called Picking Slip, click on the tab in the middle of the window.

The bottom tab called Picking slip will also be displayed

 .

 Buttons explained

Add to Picking Slip – Adds a new picking slip

Print – Print the picking slip

Edit – You can edit a picking slip

Picked – Allows one to allocate quantities to the picking slip, quantities that are picked.

Manage Items – Allows one to manage the picking slip on the quantities picked, this moves the stock from on shelf to Job WIP.

Close – Closes the picking slip.

To add a new picking slip, click on the button called Add to Picking Slip.

Click on the Add button at the top of the window, this will allow you to create a new picking slip and allocate a picking slip number,

 A new window will come up so that you can name the picking slip. Click on Save and Close.

  

 Once the Picking slip number and name has being allocated, highlight the stock item which you want to add to the picking slip and click on the Add button.

Note:

Only items which have being added to the job will appear in this section.

When you have clicked on Add button, a new window will come up with the quantity that is add on the job line. Should this be different make your change to what needs to be picked.

The stock line will move from the top column window to the bottom window

  Should you wish to remove the stock item from the list highlight the item and click on the remove button.

OR maybe you need to change the quantity, highlight the item and click on the Edit button. Change the quantity and click OK.

 

 Click on the Print button to print the picking slip.

Click on the Close button to close the current window.

 

Note:

Once the user clicks on the print button to print the document it will register the date and time of print.

 

 

The user can Edit the picking slip again and make changes before the picking slip can be picked and managed.

Picked button

 

Click on the Picked button to have the stock picked, this will bring up a new window. You can click on the Select All button to select all quantities that have being picked. OR change the quantities to what has being picked.

Once the items have being picked the system will mark a date a time which has being picked.

 

 

 

The stock has now being picked and can be managed. Click on the Managed button to manage the items that have being picked.

Note:

Only at this stage will the stock be moved from On shelf to Job WIP.

After clicking on Manage button a window will come up to show whether there is a problem with managing items or not, then you can go back to change the picking slip quantity.

 

Close button

You can close a picking slip at any time except when it has being managed. When the picking slip has being managed it means the stock has already moved from on shelf to Job WIP.

Current and History search of Picking slips

Go to Job Costing Module > Activity > Picking Slip

Click on the search button to search for Picking slips that have being Created, Picked, Managed or Closed. 

Picking Slip Additional Procedure

This is where one can add stock onto a picking slip on a job from items already added on from a quote.

OR

Add new stock onto the job and picking slip.

Go to Manage Job > Amend Job > Picking Slip Tab

 

To create a new Picking slip click on the Add to Picking Slip Button

 

Create a new picking slip to add items to

Click on the Add button to create a new picking slip

 

 

 

Put a new name for the picking slip

 

 

Select the new picking slip name

 

 

To add stock from the list, highlight the item and then click on the add button.

 

IF you want to add all the items, click on Add All button

 

 

After clicking on Add, a window will appear for you to put a quantity onto the picking slip.

 

 

 

The items on the lower window will be assigned to the picking slip

 

 

Now if you want to add new items onto the JOB and PICKING SLIP you can use the Add CTC button or Add SC button

CTC = Cost To Company

SC = Scope Creep

CTC is where you are adding the item without a selling price only cost price.

SC is where you will put in the selling price to charge the customer.

Clicking on CTC button add

This will add the item to the job and add to the picking slip

 

 

CTC item added to the picking slip and job, you can now add to the picking slip

 

 

Clicking on SC button add

This will add the item to the job and add to the picking slip

 

 

As you can see the stock is added to the picking slip

 

 

You can now print out the printing slip to be issued to staff to pick

 

 

You can see the Picking slip number

 

 

When the stock is then picked from the stores, the store man will highlight the picking slip and click on Picked.

 

 

Then the store man after giving the stock to the person will click on Manage Items to move the stock from on shelf to Work in Progress.

Picking Slip not processing

Processing the posted GRVs stock items to Jobs.

Go to Job Costing Module > Activity > GRV to Job

 Remove the date from and click on the search button, to list all GRVs with Job allocations to them.

 

 Highlight the GRV to Process, click on the Process button.

Note: This does not do any General Ledger accounting transactions, these have already taken place when the GRV was posted.

This Process just moves the stock from On shelf to Job WIP section.

 

 If there is a problem with Posting of the GRV, it will come up in red. Click on the X in the top right hand corner to close the window.

 

 The GRV to Job Picking Slip will come up. Print out document so that you can research why the stock will not move from On Shelf to Job. Some reasons are as follows:

1. Job is closed and stock item cannot move onto a closed job.

2. There is insufficient stock on Hand to move to a Job. (stock could have being used on another job or has already being allocated some other way in the system).

3. Only one of the items on the Picking slip has one of the above problems and thus the whole process is stopped

 

 Click on the print button on the report to print out the document to analysis the data.

 

 Go to Job Costing Module > Analysis > Manage Job History.

This is to check on jobs which have being closed or cancelled or completed.

 

 Once in the search header do the following:

1. Put the job number that you want to close in the Job Number field

2. Remove your Date From – this allows one to search all jobs from beginning of time

3. Click on Search button

 

 Double click on the highlighted line or click on the View button at the bottom of the screen.

 

 When in the Manage Job

1. Enter the item code in the filter for quick search

2. Click on All Job Lines to show information up on the grid.

3. As one can see nothing comes up which means that nothing was entered against the job for that item.

 

 When in the Manage Job, do the same for the other item

1. Enter the item code in the filter for quick search

2. Click on All Job Lines to show information up on the grid.

 As one can see nothing comes up which means that nothing was entered against the job for that item.

 

 When in the Manage Job, checking for all items entered on the job.

1. Leave the item code blank in the filter to search on all items

2. Click on All Job Lines to show information up on the grid.

 You will notice that items come onto the grid, if you notice that items have values entered against the Actual column, it means it has being managed and stock has moved from On Shelf to Job WIP.

 

 Highlight the line so as to see what was managed and by who, date and when. Click on the History Button.

 

 Notice that the line was managed on a particular date and by how many.

 

 Summary:

This means that Based on the example we just did, the job was closed and the items were not allocated to the jobs.

What does this mean:

It means that the stock in the computer accounting system still reflects the stock is in the store room and has not being allocated to the Job.

What one has to do is to check the store room to match what stock is actually there vs what the computer accounting system says is on Hand.

Should the stock be out with those items then one would have to do a stock level adjustment Journal to reduce the stock levels on hand to match the store. This is only done if the items were not managed on the closed job and that it was not invoiced to that customer. Otherwise the stock has already left the on shelf on the accounting system.

 Checking quantity on hand on system

Go to Inventory Module > Configuration > Inventory Setup.

Put your item in the Item Code and click on search to pick up the item you are looking for. Highlight the item which is relevant. 

 

 Click on the tab called Stock Available, this will tell you how much stock is On Hand vs Stock in WIP.

 Check the other item as well. By checking the items

 Next example of problems

Manually allocating of GRV to Job

In this example:

The first and third items, the jobs are opened but the second line the job has being closed. This means that you cannot process this document, so we will take you through the steps to allocated the stock to Job WIP

  

 Go to Job Costing Module > Activity > Manage Job

This is to check on jobs which are non started or started.

 

 Once in the search header do the following:

1. Put the job number that you want to close in the Job Number field

2. Remove your Date From – this allows one to search all jobs from beginning of time

3. Click on Search button

 

 

 Double click on the highlighted line or click on the Manage Job button at the bottom of the screen.

 

 When in the Manage Job checking on open jobs

1. Enter the item code in the filter for quick search

2. Click on All Job Lines to show information up on the grid.

3. As one can see nothing comes up which means that nothing was entered against the job for that item.

 

 We are now going to manually allocate the stock items to the job.

Click on Cost to Company to add the item.

 

 

 When the window comes up enter the item that is required.

Click on the quantity needed.

 

 To Manage the line at the same time as entering it, click on the Manage Tab and enter the usage quantity. Also enter a note so you will know why you entered this. The GRV number will help. Then click on Save and Close button.

  

 You will notice that the item has being entered onto the Job and that both the budget and Actual quantities have being update. This means that the stock has moved from On Shelf to Job WIP sections.

 

 You will notice that the item has being entered onto the Job and that both the budget and Actual quantities have being update. This means that the stock has moved from On Shelf to Job WIP sections.

To look at the History of the line,

Highlight the line and click on the History button.

 

  Next Item

Do the same for the next item.

However you will notice that on this example the line already exists. It has already 2 items allocated to it.

 

 We will now highlight the line and click on Manage Job.

 

 You are now going to manage an additional quantity onto the job.

Fill in the quantity in the Usage area, enter your note and click on Save and Close button.

 

 Notice that the line has increased to usage of 5.

 

 When highlighting the line and clicking on the History button, one can see the movement history on this item.

 

 After Analysis and adding items

This procedure is shown on how to write off stock on jobs that have being closed and stock needs to be written off (note: the item used here was already allocated to a closed job and does not need to be written off, this is JUST an example of how to do this)

Write off stock to the closed Job 2975 of 1 item after checking physical stock.

One must check the physical stock in the store room to the stock on hand on the system.

Go to Inventory Module > Activity > Stock Level Adjustment

 

 Click on the insert button at the bottom of the screen.

Fill in the information needed on what is being written off. Make clear notes so when auditors need to check why one is writing off the stock you have valid reasons.

 

 Inserting of the line to be written off.

1. Select and search for the item.

2. Select the warehouse that you are reducing the item by.

3. Select the Decrease circle button.

4. Enter the amount you are decreasing the item by.

5. Enter a reason.

 

 This is what the batch will look like. Click on Close to go back to the Stock Level adjustment batch processing.

 

 At the bottom of the window, click on the Process tab, click on the Verify button to ensure that the stock level will process.

Click on the process button to complete the transaction.

This will now update the General Accounts by reducing the stock ledger account and stock adjustment account.

It will also do the stock movement from On Shelf out of the system.

 

 Closing of GRV to Job Picking Slip

Now one can remove the GRV to Job item from the list with valid reasons.

Go to Job Costing Module > Activity > GRV to Job

Highlight the line GRV to be removed.

Click on the REMOVE button.

Note: there is no General ledger transactions that take place, it merely removes the GRV from this list.

 

 Confirm you want to remove this item. Click on Yes to do this.

 

  

 Message comes up to alert the user that it was successfully removed.

 

 

Enter a reason in the note space as to why you are removing and click on the OK button.

Job Delivery Note

Job Delivery Note Search

Job Costing Module > Activity > Job Delivery Note

Search	Clicking Search will bring up all the Job Delivery Notes unless a Filter is added eg: job number, DN number or customer name
Add	Add a new Job Delivery Note
Edit	Edit the currently selected Delivery Note Item.
Cancel	Cancels the currently selected Delivery Note Item.
Deliver
Process	Processes the currently selected Delivery Note Item to Delivered.
Print	You can print the Delivery note or the Cut sheet

Manage Job Delivery Note

Job Invoice

Job Costing Invoicing

Invoicing

1. As a fully Completed Job
2. Line by Line

Invoicing a fully completed job

Once the job is fully completed and all line items have been managed, you can click the “Thumbs Up” icon at the top tabs, labeled “Ready to Invoice.”

Invoicing a Job by Line/s

For line-by-line invoicing, each line item includes a dot under the “To Inv” column. Clicking this dot will change it to a “Thumbs Up” icon, indicating that the item is ready to be invoiced. Once selected, the line will be moved over to the invoice.

To invoice a Job go to Job Invoice

Job Costing > Activity > Job Invoice

You will see that your invoice is sitting in the "Ready For Invoice" tab

• Double click on the invoice line to open the invoice
  

You will then need to choose what type of Invoice you are creating

• Percentage-Based Invoicing - Percentage invoicing enables you to specify a billing amount and include a summary description, while concealing detailed line items. This approach facilitates progressive billing over the duration of a project: for example, when a client pays 25% upfront to initiate work, followed by three equal monthly payments covering the remaining 75%. This does not look at what has or has not been managed on a job. 
• Usage/Actual Invoicing - Usage or Actual Invoicing allows you to bill based on real-time job progress, capturing actual hours worked, materials used, or completed tasks. It displays detailed line items and supports flexible billing as the job evolves—ideal for time-and-materials work or projects with variable scope and deliverables.

Once an invoice type, either Usage or Percentage, is selected for a job, it becomes fixed and cannot be changed. This selection determines how the job will be invoiced through to completion. After choosing the invoice type, the next screen will display the job number and confirm the selected invoicing method

Next, indicate whether this is the final invoice by ticking the Final Invoice box.

• If you do not tick "Final Invoice," the job will remain open. You will also be able to do multiple invoices on this job.
• If you do tick "Final Invoice" and all work is complete, the system will automatically check for any open documents related to the job and alert you. These documents must be closed or cancelled before the invoice can be processed.

     

• Click Create Invoice
• Click Continue

Once you create a final invoice you will not be able to open the Job in Manage Job

The invoice will now appear under the "Job Invoices" tab, having moved from the "Ready For Invoice" tab. In the "Final Inv." column, you'll see either "Yes" or "No" based on your earlier selection. This view also confirms the invoicing method chosen, either Usage or Percentage.

• Double Click on the Invoice line to open the invoice

At this stage, all values are set to zero, prompting you to specify what you’d like to invoice. For a straightforward job, simply click the green "Invoice All Qtys" button to proceed as shown in the below screenshot.

	By clicking "Inv. All Qtys" to add total to your invoice it will add all lines including all Cost to Company (CTC) Lines. These can be deleted in added accidently
	By selecting "Inv. All Qtys & Display," you’ll be able to choose which items appear on the invoice with or without a dollar value. To configure these display settings, click on the second tab labeled "Cost To Company."

The below Manage Invoice All Qtys window will pop up:

• You will then select "Invoice - All Lines"
• Click Continue

Invoice - All Lines	You would select All Lines to be invoiced if you selected the be button to invoice your job
Invoice - To Invoice Lines	If you’ve marked specific lines for invoicing using the thumbs-up icon in the "To Inv" column, proceed by selecting the "To Invoice Lines" option to generate an invoice for only those approved items.

Once you have clicked "Continue" you will see that the values have pulled through from the Job.

At this point you can make any necessary changes to this invoice before finalizing it. 

Reminder: If you've selected "Final Invoice," no further invoices can be generated for this job. Any managed lines that are not invoiced at this stage will be written off automatically by the system (CTC).  However, if you've chosen to invoice only selected lines, you can adjust the quantities here, and any remaining balance will be available for invoicing at a later stage.

Before proceeding with this invoice, please review the Cost to Company (CTC) tab. To display specific lines on the invoice, enter a value in the corresponding "Display Qty" field. Note: this will show the line items without revealing any cost or sell price.

To view the invoice to check how it will be displaced 

• Click the "Print" button at the top and
• Click "Continue" on the "Job Usage Invoice Print" Screen

You will now be able to see as shown below what the invoice will look like when sent out.

Once you are happy with it all 

• Click "Save"
• Click "Close"

• Highlight the line of the invoice you want to process and send out.
• Click "Process" at the top of the screen

If an item on the invoice is marked as "Cost to Company"—meaning it's not charged to the customer—you’ll see the following prompt to confirm.

• Click "Yes"

And then you will get the next screen 

• Click "Continue"

You'll see the screen below indicating that the system is compiling and processing all transactions related to this invoice.

• Click "Continue"

This is the final screen where you can make any last adjustments to your invoice.

• Click "Continue"

Details	This changes the view of your invoice when clicking print
Show Zero Balances
Layout Selection
Terms & Conditions
Layout

The invoice is now finalized and ready to be sent to your customer for payment. Once issued, it will automatically close the associated job.

Click "Print" or "Email" to send this final invoice out to the customer

---

Job Invoice - Split by Employee

When invoicing you will get the below screen. Here you will need to tick the "Split by Employee" box which will then separate the employees on the invoice.

The invoice will have a column now that will show the name of the employees and how many hours they did on the job.

In order to discount the hours or change the hours for this invoice you will need to click Invoice All Quantities (Inv. All Qtys)

• Click Continue

---

Invoice Value Summary

Summary invoice values allow items to be grouped and displayed as totals, rather than showing each individual line on the invoice.

Item Types

Setup

To include items in the invoice summary:

Value Summary Setup - Inventory Item

This screen shows how the Invoice Value Summary is configured at an item level within Inventory Setup.

By ticking the “Invoice Value Summary” checkbox (highlighted on the screen), the selected inventory item will not display as a separate line on the invoice. Instead, its value will be:

This setting is applied per item, allowing you to control which items are summarised versus shown individually.

Value Summary Setup - Update a Job Line

This screen shows how to control whether a job line is displayed individually on the invoice or included in the Invoice Value Summary.

To update a job line:

When the Invoice Value Summary option is selected on the job line:

Value Summary Setup - Job Invoice Line

This screen shows how to control whether an item is displayed individually on the invoice or included in the Invoice Value Summary.

To update this on a job invoice line:

When Invoice Value Summary is selected:

Job Costing Percentage Invoice

Go to Job Costing Module > Activity> Quotation

Click Add to create a new Quote

Select the customer

Enter a Reference

Enter the Order Number

Click Save

Click Add

Enter the required Item code

Enter the quantity

Check the selling price and amend if required

Click Save and close

Click Approval Options tab

Select Approve to Job

Enter a Description

Check the Order number

 Click Continue

Make a note of the Job number (if necessary)

Click OK

The Job has now been opened and can be found under the Managed Job Menu

Go to activity> Manage Job> Enter the job Number> Click Search

The client/ Job Manager/ Installer can then sign the picking slip as acknowledgment of receipt of the item(s)

Prior to installation, you may need the client to pay a deposit of the total order value.

This is done by way of a Percentage Invoice:

Go to Activity> Job Invoice>

Click Insert

Enter the Job Number and Press Enter

Select Percentage Invoice from the “Type of Invoice” Drop down

NOTE: DO NOT CLICK FINAL INVOICE BOX AT THIS STAGE

Click Create

Enter the Deposit amount to be invoiced

Enter the estimated Cost of this invoice.

Note: assuming you require a 50% deposit to be paid upfront, then the cost amount to be entered here will also be 50% of the total order cost

In our example: Selling price per unit equals R 150

                              Cost Price per unit equals R 100

Total Selling Price     = R 7500      (50x R150)

Total Cost Price         = R 5000      (50x R100)

This 50% Deposit equals R 3750

And 50% Cost equals R 2500

Enter a description to be printed as a invoice line on the invoice.

Click Save and Close

Click Close

Check that the correct invoice is highlighted

Click the Process Tab

Click Process button

The invoice will print to screen. You can now print a hard copy and/or email the invoice as required.

 

 

The ledger account entries for this invoice will be as follows:

Upon completion of the job, you will then need to create an invoice for the balance of the amount due.

Go to Activity> Job Invoice> Click Insert

Enter the Job Number and press Enter

Click Final Invoice Box

Click Create

Enter the remaining balance to be invoiced

Enter the remaining estimated Cost

Enter the Description to be printed on the invoice Line

Click Save and Close

Click Close

Click The Process Tab and then click the Process Button

Ensure that the drop down is selected as “Stock Write Off”

(This is to remove the stock from the system)

Click Continue

The final Invoice will then print to screen and you can print a hard copy or email as required

 

Click Close to close the Job

The Ledger entries for this invoice will be as follows

 

Accumulatively the ledger accounts will look as follows:

 

NOTE:

Since the cost of the items are estimated initially, upon closure of the job, the Actual system average cost will be posted to the Work in Progress Account. 

This will result in the Work in progress account not being cleared out.

You will then need to process a journal in order to clear the Work in progress account. The contra account being most likely the Cost of Sales Account. (in order to realise the actual cost on your financials)

Job Lines clear "To be invoiced" flag

To clear all To Be Invoiced flags, use the Clear All Lines To Invoice button after completing the invoice for the job.

This will remove the thumbs-up icon from all job lines and reset them for future invoicing.

 

Job Collect / Delivery

Job Costing Case Studies

Quote Creation

Quote Creation

Job Costing > Activity > Quote

Before adding your line items to your quote, take a moment to review the key tabs across the top of your page, some of these tabs may contain important options you may want to configure or define first for a basic Quote.

Quote Detail Tab:

• Click "Add"
• Enter the Customer name and Description.
• Click "Save"(By clicking save you activate the button allowing you to "Add" a line item.)

Address Tab:

• Use this tab to update the job address if required.
• Select the contact person for the quote from the dropdown list.
• If the contact does not exist yet, click the View button to add a new contact on the fly

Note: if details are edited on the quote, this will only apply to the specific quote and not update the debtor setup unless the debtor setup is access and updated as well.

Extras Tab:

Select the billing method that applies to this job

Among the top tabs, click on the "Extras" tab.

• Tick the box that applied to your customer.
• Click "Save"

Assembly	“Assembly” refers to an internal process where components or materials are prepared, combined, or staged before installation or delivery. It’s not billed separately to the customer but contributes to your overall job cost.
Charge Up (SC)	Charge Up (SC)” means the customer is billed for actual time and materials used, including any extras beyond the initial scope. Charge Up allows you to invoice for additional costs incurred during the job.
Prepaid (CTC)	"Prepaid” refers to the quoted amount for the job, the fixed charge agreed to by the customer. You can’t invoice beyond this amount, so any extra time, materials, or costs that exceed the quote become your internal expense, or ‘Cost to Company (CTC)

Link Tab explained

Adding Line Items to a Quote.

• Click the "Add" button located halfway down the page

• From the dropdown menu, choose the relevant item (Stock, Service, or Custom Items.)

• Once selected, check the basic fields:
  1 Select Item
  2 Check description as this can be changed at this point
  3 Add Quantity
  4 Check Cost of Item
  5 Check your markup
  6 Check Sell Price
• click Save & Close to confirm your choice
  
• Add as many as items as needed

Stock Item	Select your stock item from the drop-down menu
Description	At this stage you can change the Description if needed
Qty	Add the Quantity you require of this item
Cost Per Unit	Check the cost of this item
Mark up %	At this stage you can increase your profit %
Selling Ex GST	Price does not include the 15% Goods and Services Tax. You add GST on top of the listed amount.

You can now submit this quote for customer approval.

At the top of the quote, you'll find Approval Options. From here, you can either send the quote for internal approval before forwarding it to the customer, or send it directly to the customer. Once customer approval is received, use the same dropdown menu to promote the quote to a Job.

Once you click Approve to Job you will have the below Approve Quote to Job screen pop us. 

You will always need an Order number, here you will also make sure you have selected weather this is a Charge Up (Scope Creep) or a prepriced (Cost to company) job.

• Click Continue to create the job