Job Costing Screens and Icons Defined Quote Screen 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 4 Customer Status 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 11 Manage Qty on Job 12 Exclude from Reports 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 Link Tab 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 3-6 Address line 1-4 7 Address code 8 Deposit Paid If a customer has paid a deposit, this can be added to the quote and taken off of the total cost of the job. 9 Deposit Amount 10 Deposit Date 11 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. 12 Dimension 13 Show/Hide Shipping Tab 1 Shipping Method 2 Shipping Date 3 Send Email 4 Shipping Location  5 Internal Delivery  6 Delivery Company 7 Tracking Number 8 Frozen 9 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. 10 Dimension 11 Show/Hide Action Tab 1 Stock Type 2 Update Value 3 Rounding 4 Rounding 5 Mark-Up % 6 Set Mark-Up % 7 Remove Lines 8 Zero Sell, Price 9 Incl. Cost on Reports 10 Attach Specs to Email 11 Set to Supplier Costs 12 Update Labour Cost 13 Set to System cost 14 Set Sell Price 15 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. 16 Dimension 17 Show/Hide   Docs Tab This tab provides instant access to upload documents in any format (PDF, Word, Excel, etc.) or retrieve relevant files previously attached to this quote. Quote Item Screen Additional options on a Quote Item This screen also allows you to capture key information for each job or task line. 1 Stock Item Select your stock item from the drop-down menu 2 Description At this stage you can change the Description if needed 3 Qty Add the Quantity you require of this item 4 Manage Qty on Job 5 Warehouse Select the Warehouse you wish to sell this item form 6 Selling Ex GST Price per item does  not include the 15% Goods and Services Tax. You add GST on top of the listed amount. 7 Selling Inc GST Price per item includes the 15% Goods and Services Tax. The GST is already built into the total amount shown. 8 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. 9 VAT (GST) Value Total GST only on total quantity of items 10 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. 11 Line Reference 12 Sequence No. You can change the Sequence in the quote for this item  13 UOM Type These are custom configuration settings applied during setup, tailored specifically to your product formats (e.g., Per Roll, Per Unit, Pack). 14 UOM These are custom configuration settings applied during setup, tailored specifically to your product formats (e.g., 1000 per roll, 6 per pack). 15 Line Discount You can apply a discount to this item 16 VAT (GST)Type If this item is GST exempt or a Non-GST item it can be changed here 17 Mark up % At this stage you can increase your profit % 18 Cost Per Unit This is the total cost to produce or buy one item. It helps you set prices and track profitability. 19 Profit Cost/Unit This is how much profit you make on each item sold after subtracting its cost. 20 Total Cost This s the full amount spent to produce or purchase a set of items or complete a job. 21 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. 22 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. 23 Show on Print 24 Flag for Report 25 Division Select a division within of a company that focuses on one area of work.  26 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. 27 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. 28 Weight Per Unit This is determined at setup 29 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. 30 Project You can Link a quote to a specific project 31 Employee Assigned Refers to the specific person responsible for completing a task or project. It helps track accountability, scheduling, and communication. 32 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. 33 Order Date This is the day a customer places an order for goods or services. 34 Reminder Date  This is the day you plan to check in after sending the quote. 35 Required Date This is the day the customer wants the goods or service delivered 36 Supplier This is the company that provides goods or services to another business 37 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. 38 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. 39 PO Qty Enter the quantity here for which you want to generate a Purchase Order or Request for Quote. 40 Item Cost This shows the actual cost of the item 41 Item Code This is the suppliers item code 42 Supplier Discount Shows if you received a discount on this item when purchased form supplier 43 Last Updated This is the date the cost was last updated for this item 44 Latest Cost  Similar to Item cost, this shows the actual cost of the item at that date 45 Internal Note Here you can include private comment or detail added to a job, quote, or project that’s meant for your team, not the customer. Approve Quote to Job Screen Job Details Tab 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. Manage Job Screen Manage Job Screen Info Used for internal notes only Workflow Ready for Invoice Functions View Doc Print Doc Print Print Reports Basic Tab Completed   Charge Up (SC) Tick Assembly Tick Prepriced (CTC) Tick Internal Job Tick Sub Job Link Comment Short Description Reference Order No Sales Rep Status/Position Asset Item 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. Manage Job Notes The Notes for Manage Job has been upgraded to the new text format Filter Tab 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   Manage Job - Functions Tab Explained Manage All   Import New Stock Request Create PO Create BOM Verify task stock Task Stock Request Delete Task Add to Picking Slip Planned Timelog Copy to Job Clear Line History Delete Job Line Change Line Type CTC to SC Support Log Time Log Quick Time Log Checklist Complete   Import Button File   Multiply Qty Upload Show Errors   New Stock Request   Basic Tab Complete To Store   Stock Request No Reference Description Storeman Requested By Sort By Date Req. By Document Type Job Number Select   Scan Tab Scan Barcode   Last Item Last Result Scan Log   Create PO Grouping Select None or Supplier Description Supplier Show Not Started Show No Supplier Create POs Progress Tab The Progress tab gives summary totals based on the scheduling task values   Total Sell Budget This figure is first inserted when you promote the quote to a job - It is the total sell value excluding of quote You can manually update this figure Total Cost Budget This figure is first inserted when you promote the quote to a job - It is the total cost value excluding of quote You can manually update this figure Activity Job Progress % This is the sum total of the percentage entered into the schedule tab for task activity groups as a percentage complete Activity Sell Budget Sum This is the sum total of the values entered into the schedule tab for task activity groups Invoiced to date This is the sum total of all the actual invoices processed - Value shows as the sell excluding Potential to invoice This is the same difference between the activity sell budget less the invoice to date figure Invoiced % to date Sum This is the sum total of the percentage entered on the task activity Value to Invoice This is worked out as the value to invoice based on the invoice percentage selected on the task activity lines Total Hours Manually entered by user to give total hours required for job   Click on the lightning bolt button to update the total sell budget and total cost budget from the first quotation. Click on the calc button to update all the figures in the progress tab.     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