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Manage Job Screen Explained

Job Search ButtonScreen

Searching for Jobs - Job Costing > Activity > Manage Job

This screen is used to find and review jobs within the Job Costing Module. It includes a variety of filters at the top that allow users to quickly search for jobs using whatever information they have available. These filters provide flexibility, enabling users to perform broad searches with minimal details (such as a name or date) or narrow searches using specific criteria.

This area only searches for Jobs with a Job status of

  • Not Started
  • Started
  • In Progressing
Search Button

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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.

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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)
Expanded Search Fields
When the Expand (Contract) option is selected, additional search filters become available. These provide more advanced ways to refine your search results.

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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:

  • Working with large volumes of jobs
  • Needing to pinpoint very specific records
  • Performing reporting or detailed analysis

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

 

Manage Job Button

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

  • To use this button:

    1. Highlight a job line from the results grid below
    2. Click Manage Job

  • This will open the Manage Job screen, where you can:

    • View full job details
    • Update job information
    • Manage tasks, timelines, and progress
    • Access related documents and financials
 
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.

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  • Overview Option

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

Click the Search button (magnifying glass icon) at the top of the screen to open the search fields.

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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.

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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.

Key Features:
Jobs are displayed on the calendar by their selected date (e.g., Start Date), so you can quickly see what is planned and when.
View Options – You can switch between:

- 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

Navigation – Use the arrows or date selector to move between different days, weeks, or months.
Drag-and-Drop Functionality – Jobs can be easily dragged from one date to another to reschedule them.
Visual Indicators – Jobs are shown as coloured blocks, helping you quickly identify and differentiate between them.

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  • 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.

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- 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).

 
Start Job Button

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

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  • In most cases, a job will start automatically as soon as a job line is managed or worked on.
  • However, there may be situations where you want to start the job before managing any lines.

In this case, you can simply:

  1. Select the job from the list
  2. Click the Start Job button

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

 
New Job Button

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

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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.

  • Direct Job Creation – Create a job immediately without needing an existing quote
  • Automatic Background Process – The system will automatically create a blank quote in the background
  • Linked Records – This quote is linked to the job and can be accessed later under the Quotes section
  • Flexible Workflow – Ideal for situations where work needs to begin quickly without following the full quote-to-job process
 
Create Reminder Button

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

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To use this feature:

    1. Select a job from the list
    2. Click Create Reminder
    3. Enter the reminder details (e.g., date, time, and notes)

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

 
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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  • Visual Indicator – Adds a thumbs-up icon to the job line
  • Quick Status Update – Clearly shows that the job is ready to be invoiced
  • No Complex Process – This is a simple flag and does not generate an invoice automatically
  • Easy Tracking – Helps users quickly identify which jobs are ready for the invoicing stage
 
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.

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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

 

Job Search WIP O/S

On one of the columns, there is a field that is called WIP O/S

This means Work In Progress Outstanding items in not started state

 This will count the number of line items in the job that are in a Not started state.

This number indicates that there are items within the job that are not managed and therefore not in WIP

 The text value will display in red

If there is no lines and the value is zero, the field will be blank

 

Views Button

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Overview View

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

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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

  • Each row represents a team (e.g. Team 1, Team 2, etc.).
  • Jobs are assigned to teams and displayed as coloured bars across the calendar.

Timeline View

  • The grid is organised by days and weeks, allowing you to see:
    • When jobs are scheduled
    • How long each job will take
    • Any overlaps or gaps in scheduling

Drag-and-Drop Functionality

  • Jobs can be easily moved between teams or dates by dragging and dropping.
  • This allows you to:
    • Adjust schedules if a job is running behind or ahead
    • Reallocate work between teams to balance capacity
    • Quickly respond to changes in production or priorities

Visual Job Tracking

  • Each job is shown as a labelled block (e.g. ROOFING – JOB1083).
  • The length of the block represents the duration of the task.
  • Colours help visually distinguish between jobs or job types.
How It’s Used

This screen is typically used by planners or managers to:

  • Allocate jobs to specific teams
  • Monitor daily and weekly workloads
  • Adjust schedules in real time
  • Keep production aligned with deadlines

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Calendar View

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Gantt View

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.

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Left Panel – Job Details

Each row represents a job, with key information including:

  • Name – Job number and short description
  • Job No – Unique job reference
  • Estimated Start Date – When the job is scheduled to begin
  • Customer Name – Who the job is for
  • Description – Summary of the work

Right Panel – Timeline (Gantt View)

  • Displays jobs visually across a calendar timeline (by month/quarter)

  • Each job is shown as a blue bar

  • The position of the bar shows:

    • When the job is scheduled
    • How long the job is expected to run

  • The “Project Start” marker highlights the beginning of the selected timeline period

Key Features

- Visual Planning

  • Quickly see current jobs vs upcoming jobs
  • Identify gaps, overlaps, or busy periods

- Timeline Scaling

  • The Zoom slider allows you to adjust how much detail is shown (more detail or broader view)

- Job Tracking

  • Easily monitor:
    • Jobs starting soon
    • Jobs scheduled later in the year
    • Workload distribution over time

- Quick Navigation

  • Clicking a job (via the arrow icon) allows you to drill into job details
- How It’s Used

This screen is ideal for:

  • High-level planning
  • Reviewing future workload
  • Checking job timing and sequencing
  • Supporting scheduling decisions before assigning teams/resources

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