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.

UnManage Line/All

Unmanage All will reverse managed quantities, less any quantities that have already been invoiced.

If a line has been invoiced, it cannot be unmanaged, as it has already been processed out of the system.

To remove job lines from a job, use all three of the actions listed below.

Unmanage All items on a job

Clear Line History

Only works if the Managed Actual quantity equals zero

Delete Job Line

Only works if there are no Line History entries

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.

Adding a New Line to a Job

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

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.
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.
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.”