Creating Jobs

This is the first in a series of articles that look at the Job Costing module in Jiwa 7.

In this article we look at the key tabs that should be completed when creating a new job.  

Overview

The Job Costing module is ideal for businesses that are project oriented and need to manage the life cycle of a job or project from the quoting and budgeting phase right through to profitability reporting.

Choosing between the Job Costing and Service Manager modules will be dependent upon what information needs to be captured against a job and how that job will be managed and invoiced out to the customer.

Let's first have a look at the key differences between Job Costing and Service Manager

So when is Job Costing a better fit to Service Manager?

Job Costing is best suited for businesses that;

• Capture all cost types against jobs not just materials and/or labour,

• Manage jobs through cost centres and stages,

• Require reporting against quotes and budgets,

• Need to produce finished goods,

• Need work in progress reporting

Creating a Job

From your menu select Job Costing | Jobs

From the menu ribbon select New | New Job

In the Description field give your new job a meaningful description.

Main Tab

Add your customer to the job by clicking on the lookup icon next to the Customer field to bring up your Customer Search form

If applicable enter in your customer order number in the Customer Order field and add a Customer Contact

Update the remaining fields as required

Cost Centres & Stages

All Job Costing activities are linked to a Cost Centre and Stage this means that you cannot add costs, time or invoice a job unless at least 1 cost centre and stage has been added to the job.

Cost centres and stages cannot be added on the fly in other words whilst you are in the process of adding costs to a job.  For this reason it is important when creating new jobs that the required cost centres and stages are added.  Additional cost centres and stages can be added to a job as required later.

The Cost Centre & Stages tab is divided into 3 sections  The left panel displays the cost centres and stages that are applicable to the job and the right section displays the available (active) cost centres and stages.

Job Classifications

Before we start adding cost centres and stages to our job we want to make sure that the correct Classification is linked to each of our stages.

Classifications in Job Costing hold all the General Ledger control accounts that are used by the module to post to the General Ledger.  Whether you have one classification or many will be dependant upon your business requirements and these would have been created during the implementation of your Job Costing module.

Please contact your Jiwa Consultant if you have further questions regarding Job Costing Classifications.  

Classifications should be selected before stages are added to the job, this can be done by clicking on the lookup icon next to the Classification field to bring up your Search Job Classifications form.

The Show Classification check box when ticked displays the classification linked to each stage.

Adding Cost Centres & Stages to Job

Begin by adding a cost centre to your job.  This is done by selecting the cost centre by name and then dragging and dropping the required cost centre onto the left panel over the Cost Centres label.

Multiple cost centres can be selected by using the Shift or Ctrl + mouse click on the required cost centres

Use the same method to add your stages except that with stages you need to drop them over the required cost centre

Multiple stages can be selected by using the Shift or Ctrl + mouse click on the required stages

Alternatively,  both the cost centre and stages can be added at the same time by ticking the required stages, then dragging and dropping the cost centre onto the left panel.

Cost centres and/or stages can be removed from a job as long as there are no transactions against the stage.

To delete an entire cost centre and all stages in the cost centre right mouse click over the cost centre and select Delete

To delete a single stage within a cost centre right mouse click over the stage and select Delete

Where a stage is linked to the wrong classification this can be changed for the entire cost centre or simply for a specific stage by right clicking on the cost centre or stage and selecting Property.

Settings Tab

The Settings tab is where we set the markup on costs and confirm if GST is applicable on invoicing.

NOTE: When creating a job invoice it is important that the GST Calculation basis is set on this tab as it cannot be changed in the sales order.

Complete the details on this tab

Save your changes    

Other Tabs

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