JOB Tab Page

 

Xytech Standard Job Maintenance Application – Job Tab Page

 

 

This tab page establishes basic information pertaining to the job to be performed.

 

 

JOB AREA FIELD DEFINITIONS

 

Job Number

The system automatically assigns the next sequentially available job record ID number when you initially save a new job record. Once the system assigns the number, the field becomes read only. (The word “Next” appears in this field until you perform the initial save.)

  

(Job Description)

Manually enter a descriptive phrase that indicates the type of work to be done or use the drop-down list to select a standard one.

NOTE

This field will only include a drop-down list if the Use Job Description List Field has been checked on the JOB MANAGEMENT PREFERENCES TAB PAGE of the Preferences – Job Management Window.

  

Customer / Description

Manually enter a customer number in this field or use the Lookup Icon  to the right of the field for help in locating one.

Once a customer has been assigned to the current job record and the record is saved, the field becomes read only. If you need to change the customer, use the Change Customer ACTIONS BUTTON MENU COMMAND.

 

 

Status

The values in this field’s drop-down list control a job’s status over the course of its existence. Users can manually apply these values and in certain situations the system automatically applies them.

The JOB STATUSES SETUP WINDOW contains details about the functionality associated with each of this field’s values.

 

 

Division

This field is only available if you are using the Divisions functionality.

Use this field's drop-down list to select the appropriate division within your company (if a division structure is used). The value in this field will be automatically assigned to the Order Division Field once you link a job record to a work order. If a value already exists in the Order Division Field of the order, it will be changed to match the job’s division. You can override this as needed.

Job records can be linked to orders from multiple divisions.

 

   

Spec Note

Use this Note Icon  to open a note window that allows you to establish an internal-use-only Job Specs note.

 

 

Job Note

Use this Note Icon  to open a note window that allows you to establish an internal-use-only Job note.

 

 

IDENTIFICATION RADIO BUTTON AREA FIELD DEFINITIONS

 

Contact

Defaults to the designated default contact value in the corresponding customer’s profile (DEFAULTS TAB PAGE) but you can edit it if needed. (If the customer profile contains no default Contact Field value, this field remains blank until you select a value from its drop-down list.)

 

 

Phone

Defaults to one of two possible values:

1.     If the Contact Field contains a contact value, the value in this field defaults to the first line item (meaning the Row No. 1 line item) in the Phone/E-Mail Area on the CONTACT TAB PAGE of the contact’s contact record.

2.     If the Contact Field is blank, the value in this field defaults to the first line item (meaning the Row No. 1 line item) in the Phone/E-Mail Area on the CONTACT TAB PAGE of the customer’s contact record.

IMPORTANT!

The system uses the first line item in the Phone/E-Mail Area on the CONTACT TAB PAGE from either record (customer or contact) regardless of the line item’s designated Type Field value.

  

E-Mail Address

Manually enter the e-mail address to use in reaching the corresponding contact.

If you have selected a customer from your database and e-mail information is included in the customer record, this field will automatically display the stored information.

 

 

Start Date

Enter the date in this optional field on which the current job begins. You can also use the Calendar Icon  to access the Calendar Tool for help in selecting a date.

If you have the Default Start Date to Date Created Field activated on the JOB MANAGEMENT PREFERENCES TAB PAGE of the Preferences – Job Management Window, the system will automatically populate this field based on the date on which you create the record.

 

 

Due Date

Manually enter the date that the current job is due to be completed. You can also use the Calendar Icon  to access the Calendar Tool for help in selecting a date.

If you establish a date in this field, it serves as the due date for the overall job; the work orders you associate with the job each have their own separate sets of Begin/End dates and Ship Begin/End dates.

 

 

Date Completed

Enter the date in this optional field on which the current job ended. You can also use the Calendar Icon  to access the Calendar Tool for help in selecting a date.

If you have the Default Completed Date with Closed Status Field activated on the JOB MANAGEMENT PREFERENCES TAB PAGE of the Preferences – Job Management Window, the system will automatically populate this field based on the date on which the job record’s Status Field is assigned the Close value.

 

 

Job Type

Use this field's drop-down list to select the appropriate job type.

A default value may appear in this field based on the customer assigned to the current job, but you can override the default if needed.

 

 

Account
Rep 1

Use this field's drop-down list to select the appropriate account rep assigned to job/client.

 

 

Account Rep 2

Use this field's drop-down list to select the appropriate secondary account rep, if applicable.

 

 

INFO RADIO BUTTON AREA FIELD DEFINITIONS

 

Job Title

Manually enter a title if you want to associate one with the current job.

 

 

Job Reference

Enter text (up to 255 characters) in this optional field to serve as a reference for the current record.

This is a user-defined field, meaning its use can be determined by your company to best fit its needs; its text label can be changed by your system administrator.

  

Territory

Use this field's drop-down list to select the appropriate territory within your company (if a territory structure is used).

  

Library Title / Description

These fields will only be applicable if you are using the MetaVault Library Module.

Manually enter a title record ID number or use the Lookup Icon  to the right of the field for help in locating one. (Once the number is entered, the description will appear automatically in the read-only field to the right.) This field gives you the ability to link the current job record to a specific title record.

  

Link to Job / Description

Enter a separate job’s record ID number if you want to establish a link between it and the current job or use the Lookup Icon  to the right of the field for help in locating one. (Once the number is entered, the description will appear automatically in the read-only field to the right.)

Job linking enables users to establish an initial job record as the “master” record for particularly large projects and then link subsequent, similar jobs to the master job.

Job linking functionality provides the following benefits:

}  The ability to search for linked jobs (via the Include Linked Jobs Field, not in the standard layout) in the Job Search List Window and have the system retrieve all jobs linked to a particular “Link To” job, meaning the subsequent jobs linked to the job that serves as the master job.

}  The ability to report based on linked jobs via a reporting tool (e.g., MediaPulse Report Editor, third-party report writer).

 

 

Agency

Manually enter an agency ID or use the Lookup Icon  to the right of the field for help in locating the appropriate contact record. (Once an ID number is entered, the name will appear automatically in the read-only field to the right.)

 

 

Client

Manually enter a client ID or use the Lookup Icon  to the right of the field for help in locating the appropriate contact record. (Once an ID number is entered, the name will appear automatically in the read-only field to the right.)

 

 

Client Product

Manually enter optional information pertaining to client product.

 

 

Production Company PO

Enter the production company's purchase order number, if applicable.

 

 

Production Company Job

Enter the production company's assigned job order number, if applicable.

  

Alternate Color

Use this field’s drop-down screen to designate a default color to be used on all bookings in the Schedule Book for the current job.

This feature is used as a way of identifying specific job records in the Schedule Book by color so that you can easily see which resources are booked to which jobs. (Booking bars in the Schedule Book will only display the color of the customer if the Bar Color Based On Area in the DISPLAY POP-UP WINDOW is set to Job.)

NOTE

To clear a color selection, press the Delete key while in the color picker.

 

 

CUSTOMER NOTES RADIO BUTTON AREA FIELD DEFINITIONS

 

 

Customer Rate Note

Use this Note Icon  to open a note window that allows you to establish an internal-use-only note pertaining to the corresponding customer’s shipping needs. This note is interchangeable with the default Standing Discount Note in the corresponding customer’s profile; make a change to this note in the current job and you automatically change it in the corresponding profile and all other locations where it occurs.

 

 

Customer Note

Use this Note Icon  to open a note window that allows you to establish an internal-use-only note pertaining to the corresponding customer. This note is interchangeable with the default Customer Note in the corresponding customer’s profile; make a change to this note in the current job and you automatically change it in the corresponding profile and all other locations where it occurs.

NOTE

If the See Message value has been assigned to the Credit Status Field on the AGING TAB PAGE of the customer profile linked to the current job, the system automatically displays the Customer Note in a pop-up message window each time the customer is added to a job or order, or when an order, bid, or job is duplicated. Also, the message will be displayed if a new job is assigned to an order or if an order is unvoided. (Refer to the Credit Status Field definition on the customer profile’s AGING TAB PAGE topic for more details.)

 

 

Customer Media Order Note

Use this Note Icon  to open a note window that allows you to establish an internal-use-only note pertaining to the corresponding customer’s media order needs. This note is interchangeable with the default Media Order Note in the corresponding customer’s profile; make a change to this note in the current job and you automatically change it in the corresponding profile and all other locations where it occurs.

 

Customer Move Note

Use this Note Icon  to open a note window that allows you to establish an internal-use-only note pertaining to the corresponding customer’s shipping needs. This field is interchangeable with the default Customer Move Note in the corresponding customer’s profile; make a change to this note in the current job and you automatically change it in the corresponding profile and all other locations where it occurs.

 

Customer Shipping Note

Use this Note Icon  to open a note window that allows you to establish an internal-use-only note pertaining to the corresponding customer’s shipping needs. This note is interchangeable with the default Customer Shipping Note in the corresponding customer’s profile; make a change to this note in the current job and you automatically change it in the corresponding profile and all other locations where it occurs.

 

 

BILLING – STANDARD RADIO BUTTON AREA FIELD DEFINITIONS

 

Rate Card

Use this field's drop-down list to select the appropriate rate card.

A default value may appear in this field based on the customer assigned to the current job, but you can override the default if needed.

 

 

Tax

Use this field's drop-down list to select the appropriate tax code.

The tax code you select automatically populates the Job Tax Field and W/O Tax Field in new work orders and the W/O Tax Field in new media orders when they are linked to the current job record.

You may be able to override this default entry in work orders and media orders and if you change the Job Tax Field in the Work Order Application, the system automatically updates the Tax Field in the corresponding job.

NOTE

When the tax value of the customer assigned to the Bill Address Field is different than the one assigned to this field you can determine how the tax value is calculated. If the tax values are different, the system will issue a message that allows you to use either the tax of the Bill Address Field customer or the one already assigned to this field.

  

Billing Type

Use this field’s drop-down list to establish whether Project Billing functionality will be available for the current job and, if so, how sales tax will be calculated.

Regular                                    The PROJECT BILLING TAB PAGE (on the standard layout) and its associated functionality will not be available for the current job record. (Default value.)

Project Billing                         The PROJECT BILLING TAB PAGE (on the standard layout) and its associated functionality will be available for the current job record. Sales tax will be calculated for each Project Billing invoice for all taxable line items as defined in the approved bid. If the job’s associated customer is set to be taxable, the tax rate(s) applied will be determined based on the tax rate defined based on the billing code assigned to each bid detail row, or, if the billing code itself is configured as taxable, based on the tax rate defined for the job. Any adjustments for items that are not included on the approved bid will be reconciled when the job is closed.

Project Billing Tax Defer     The PROJECT BILLING TAB PAGE (on the standard layout) and its associated functionality will be available for the current job record. Sales tax will be calculated for all taxable items when the job is closed.

USAGE

Project Billing gives you the ability to control situations in which billing dates and amounts do not coincide with the dates in which your company actually renders the goods and services, such as when a customer will be paying for the work performed on a job in installments.

Refer to the PROJECT BILLING STEP-BY-STEP topic for details on the Project Billing functionality.

  

PO

Enter the customer's purchase order number, if applicable. You can enter the number manually or use the field’s drop-down list to select from entries created in the JOB & W/O PO VALUES WINDOW.

The setup window gives your company the ability to establish and quickly access “evergreen” (reusable) purchase orders if they are furnished by any of your customers.

NOTES

}  This field may be required based on the customer selected and the value chosen in the Require Job PO Field on the DEFAULTS TAB PAGE of the customer’s profile.

}  When the current job record is saved, based on the customer assigned to the job and the value chosen in the Duplicate Job PO Field on the DEFAULTS TAB PAGE of the customer’s profile, the system may perform a check to see if the value entered into this field is unique for the current customer’s other existing jobs. (Refer to the Duplicate Job PO Field definition on the Customer Window’s DEFAULTS TAB PAGE topic for details.)

However, If the value entered into this field exactly matches an active value established in the JOB & W/O PO VALUES SETUP WINDOW and Duplicate Job PO Field is set to Warn, the system will not issue a warning during the save of the job when the same Job PO Field value is in use on other jobs because it is considered one of the "evergreen" purchase order values.

  

Terms

The read-only value in this field displays the AR payment terms for the customer assigned to the current job as established in the Terms Field of the customer’s corresponding profile.

 

 

Currency

Use this field's drop-down list to select the appropriate currency reference for the current record.

 

 

Billing Contact

Use this field's drop-down list to select the appropriate billing contact for the selected customer.

 

 

Bill To / Name

The required Bill To Field enables the designation of a separate Bill To customer (based on a specified contact record ID number) for the current job. Enter the appropriate contact record ID number or use the Lookup Icon  to the right of the field to access the CONTACTS SEARCH LIST WINDOW for help in locating an existing contact or creating a new one. Once one is selected, the read-only Name Field will populate automatically.

NOTES

}  This field will default from the CUSTOMER linked to the record.

}  If the customer assigned to the current job is changed and that customer was the same as the one in this field, this field will automatically change as well. However, if the job’s customer was different than the one in this field, it will not be changed.

}  If “bill to” customers have been added to the BILLING SPLITS TAB PAGE, this field will remain available, but the system will ignore the value in this field in favor of allocating billing percentages to the customers on the Billing Splits Tab Page.

}  When the tax value of the customer assigned to this field is different than the one assigned to the Tax Field you can determine how the tax value is calculated. If the tax values are different, the system will issue a message that allows you to use either the tax of this field’s customer or the one already assigned to the Tax Field.

 

 

Bill Address

Enter the appropriate alternate address ID number for the selected customer or use the Lookup Icon  to the right of the field for help in locating one. Once a value has been assigned, the company’s name and address will populate in the read-only address area.

NOTES

}  A default value will be applied to this field from the CUSTOMER assigned to in the Bill To Field (if a default has been established for the customer).

}  When the tax value of the customer assigned to this field is different than the one assigned to the Tax Field in the Standard Area you can determine how the tax value is calculated. If the tax values are different, the system will issue a message that allows you to use either the tax of this field customer or the one already assigned to the Tax Field.

 

 

Added / Changed By Timestamp Items

The system populates this timestamp area with the date and time the current record was first added and was last changed and the user IDs of the people who performed those tasks.

The date and time values are always obtained from the MediaPulse Application Server (i.e., the server hosting MediaPulse), not from a user’s local computer.

 

 

BILLING – FLAT BID/DISCOUNT RADIO BUTTON AREA FIELD DEFINITIONS

 

Flat Bid

Use this field's drop-down list to determine if the current job is a flat bid. (A flat bid means that one set, flat amount is billed regardless of the services or equipment provided.)

No                                           Indicates that the current job is not a flat bid. The Flat Bid Amount and Flat Bill Amount Fields will be read only. (Default value.)

Yes: Invoice Detail             Indicates that the current job is a flat bid and that the resulting invoices will include all transaction line items associated with the job’s work orders. The Flat Bid Amount and Flat Bill Amount Fields will be available.

Yes: Invoice No Detail       Indicates that the current job is a flat bid and that the resulting invoices will not display any transaction line items associated with the job’s work orders. The Flat Bid Amount and Flat Bill Amount Fields will be available.

 

Flat Bid Amount / Flat Bill Amount

These two fields are only available if you select a Flat Bid Field option other than No.

Enter the flat bid monetary amount in the Flat Bid Amount Field.

The Flat Bill Amount Field automatically defaults to the same number as the Flat Bid Amount Field, but you can override the default if you want to spread the bill amount over more than one invoice.

EXAMPLES

1.     A client has recurring, episodic projects for which you handle the postproduction work based on a flat bid of $26,000 per episode. One invoice is generated for each job record, so you leave the bill amount the same as the bid amount.

2.     A separate job exists for another client in which the flat bid is $90,000, but because the work is spread out over a three month period you agree to invoice in three installments. $90,000 is entered in the Amount Field, but you override the Bill Amount Field’s default entry with an amount of $30,000. Each time an invoice is generated for the job record, it still lists newly completed work orders associated with the job, but the invoice amount is prorated to $30,000.

 

 

Default W/O Invoice Type

Use this field’s drop-down list to select a default work order invoice type, if applicable. When this field contains a value, any new order created that is linked to the current job record will inherit this invoice type.

NOTES

}  If the customer assigned to the current job record has a value entered in the Default W/O Invoice Type Field on the DEFAULTS TAB PAGE of the customer’s profile, that value will default in this field.

}  If a default invoice type has been defined in the W/O TYPES SETUP WINDOW for a given work order type and this type is assigned to a work order, that work order type value will be overridden by the value in this field when the order is linked to the current job.

}  Orders created through WORK ORDER DUPLICATE WINDOW will be assigned an invoice type either from the duplicate window or from the original work order.

 

 

(Default) Job Discount

Manually enter a percentage amount for a default job discount value. This default value only applies to newly added work order transaction line items for work orders associated with the current job that do not have a discount tied to the associated billing code, a discount linked to an associated bid, or a category discount or other special rate discount tied to the associated customer’s rate card.

USAGE NOTES

}  This default discount is applied at the work order transaction level, not at the Job Total or Work Order Total level, and only when the transaction’s Discount % and Discount Amount Fields do not have values.

}  To apply a discount entered into this field to transactions on existing, open work orders linked to the current job, you can use the Recalculate W/O Transactions ACTIONS BUTTON MENU COMMAND. (This discount will only apply transactions that do not currently have a discount assigned.)

 

 

STANDARD BUTTONS

Save & Close

Closes the window and saves any unsaved changes to the current record.

 

 

Cancel

Closes the window and disregards any unsaved changes to the current record.

  

Save

This button saves the current record.

 

 

Attachment

This button opens the ATTACHMENTS WINDOW so that you can link one or more files to the current record. If attachments have already been linked to the record, the number of attached files will be listed in the button.

 

 

Navigation Buttons

When the current record is opened via a search list, a set of navigation buttons will appear that allow you to navigate to (open) the next, previous, first, or last record in the list without leaving the window. Refer to the APPLICATION MAINTENANCE WINDOW – BUTTONS AND TOOLS topic for more details.

 

 

Actions / Layout Settings

These buttons access the standard list of Actions / Layout Settings Button commands, which include the ability to save, refresh, duplicate, and delete the current record. For details on the standard Actions / Layout Settings Button menu commands, refer to the APPLICATION MAINTENANCE WINDOW BUTTONS AND TOOLS topic.

Additionally, there are special Action Button commands available for this application. Refer to the JOB MAINTENANCE ACTIONS BUTTON MENU COMMANDS topic for details.