5.8. Job/Time Control Menu
This option leads to a menu that allows you to keep track of long-term projects that may be invoiced as work is done - weekly, fortnightly etc. From this menu you can add new jobs, add stock items to existing jobs, invoice a job, delete a job and print out a job log report.
When this option is selected the Job/Time Control Menu will be displayed.
Note : Pressing [Esc] will return you directly to the Debtors Control Menu. If you wish to skip this section of the manual the next section - `Reports' - starts on page 4.54.
5.8.1. View Existing Job
This option allows you to view a job that you have already entered. You will need to enter a job number, or press [F2] to display a job list. The job's details will then be displayed for you to view.
Note : You cannot edit any details or add new stock items when you are viewing.
Use the up and down arrow keys to scroll through the record. Each line item will show quantity and selling price, line total and invoice number.
When you have finished viewing the job press [Esc] to return to the Job/Time Control Menu.
5.8.2. Post Job Hours/Items
Items that are to eventually be invoiced are entered using this option.
When this option is selected you will need to enter a job number, or press [F2] to pop-up a list of jobs. The job's detail screen will then be displayed for you to start entering items.
To enter a new item press [Ins]. A screen will be displayed ready for you to enter a date and stock code.
Date
The default date can be overwritten if required. The item will automatically be inserted in date order within the job.
Stock Code
You can either type in a Stock code or press [F2] to pop-up a list of stock items.
Note : If the item you wish to add is not in the Stock File you can add it from here. Just press [Ins] from the pop-up list and enter the relevant details.
Qty
Enter the quantity (hours if the item is a service) of items sold.
Price
This field defaults to the selling price set in the stock file for the debtor's price category, but you can overwrite it if required.
Note : If the debtor has any special prices set up in their price matrix this special price will be automatically displayed.
Invoiced
This field defaults to `No' which indicates this item has not yet been invoiced. If the item already appears on an invoice but you still wish it to be part of the job log press [Y].
on
If the item has been invoiced enter the invoice number.
Details
This is a free-form entry field that allows you to type in 12 lines of description for each item or service. It will be printed on the invoice, when the item is invoiced.
When you have entered all the information press [Ctrl][Enter] to save. The item will then appear on the job log. Press [Ins] again if you wish to enter another item into the log.
Items that have not been invoiced can be edited by pressing [Enter] or deleted by pressing [Del]. When you have finished entering job items press [Esc].
Note : As each line is saved as you add/change it you do not need to save it again as you exit.
You can then either enter another job number or press [Esc] to return to the Job/Time Control menu.
5.8.3. Create New Job
When this option is selected a screen will be displayed that allows you to enter the details of a new job.
*New Job No.
This field defaults to the next available job number, but it can be overwritten if required.
*Debtor Code
Each job must be linked to a debtor. Either type in the debtor code or press [F2] to pop-up a list of debtors.
Note : If this is a new debtor you can enter their details by pressing [Ins] from the pop-up list.
Short Job Description
Enter a one line description of the new job. This is for your reference only and will not be printed out on any invoices.
*Starting Date
Enter a date this job will start from.
Press [Ctrl][Enter] to save the details. If you don't wish to save then press [Ctrl][Esc] to abort.
You will be returned to the Job/Time Control menu. If you wish to add items to the new job select the `Post Job Items' option from the menu.
5.8.4. Delete a Job
If you no longer need to have job details on file you can delete the job by selecting this option.
Note : Once a job is deleted it cannot be resurrected. We advise a full back-up before deleting any information as a precaution.
To delete a job enter the job number or press [F2] to pop-up a list. The job will be displayed on screen with a message in the top right-hand corner. If the message is 'Press Enter to Delete' either press [Enter] to delete the job and all details or [Esc] to abort the deletion. If the message is 'Cannot Delete this Job' then there are items in the job that have not been invoiced. Either invoice them using the `Invoice a Job' option or delete them using the `Post Job Hours' option.
5.8.5. Job Log Report
This report lists, by Job Number, the starting date, job description, quantity, rate and total of each item in the Job Log.
When this option is selected a screen will be displayed that allows you to specify what you want on the report.
Job Number
Enter the Job No. of the job you wish to report on by either typing it or by pressing [F2] to pop-up a list of jobs.
Entire Log
This is a multi-choice field that allows you to elect to print all or only parts of the log. Use the left arrow key to select from the options.
Invoiced - All invoiced entries in the log will be printed in the report.
Non-Invoiced - All entries in the log that have yet to be invoiced will be printed in the report.
Yes - All entries will be printed.
Print Job Log
This field defaults to `Yes'. Either accept this or enter [N] to abort the print.
No. Copies
This field defaults to `1'. Either accept this or enter the number of copies required.
Note : Any report can be re-directed to any printer, the screen or an ASCII file by pressing [F3] and selecting from the list.
5.8.6. Invoicing a Job
Invoices can be generated for all items that have not been invoiced items in a log using this option.
When this option is selected a screen will be displayed that allows you to enter the Job No. you wish to invoice from. Either type in a job number or press [F2] to pop-up a list of jobs. The debtor details will then be displayed.
You are asked if you wish to proceed with invoicing. This field defaults to `Yes'. If you wish to abort then enter [N].
If you proceeded then Equity will generate an invoice for all non-invoiced items in the specified job log. The generated invoices can then be edited and printed by the use of the edit and print facilities in the Invoicing Module.
Press [Esc] to return to the Debtor Control Menu.