Jobs
The Job Costing module allows you to track income and expenses for specific projects that are referred to as Jobs.
A Job can be anything for which you want to track income and expenses (e.g. product R&D, a special project, custom production run for a client.)
Job Items are the income and costs associated with a Job. These will be pulled from the various transaction types (e.g. Invoices, Credit Memos, Inventory Maintenance Transactions, AP Vouchers, Receipts) that can be assigned to a job. The data recorded on the Job is for reporting purposes only. In other words, most of the job data will originate elsewhere in the system (there are exceptions for miscellaneous job items)
How to create a new Job
Navigate to Job Costing ➤ Jobs and click the ➕ to create a new Job.
Job Definition
The Job Definition tab is where you'll enter all of the basic info pertaining to the Job.
- Job Name: The name of the project that the Job is for.
- Bid Amount: The estimated cost of the job.
- Client Name: The Client who the project is for.
- Status: A user-definable choice list to track the status of the job.
- Contact: If there is a client contact associated with the job, you can select the contact here. Otherwise, you can leave this blank.
- Lead Source: If the job is related to a lead source, you can select it here. Otherwise, you can leave this blank.
- Group: A user-definable choice list to further categorize jobs into groups.
- Address: The client's mailing address info.
- Dates: There are several date fields that can be used to track the job. These are not required.
- Income, Cost & Profitability: This area will summarize all Job Items that have been tagged for the job.
- Job Contacts: If there are multiple clients and contacts associated with the job, they can be listed here.
- Specifications: This is a text field that can be used to describe the job in more detail.
- Custom fields: There are many custom fields that can be leveraged to help you better track job data. Contact AV support if you have a specific use-case in mind.
Job Detail
The Job Detail tab contains info about the Job at the Phase and Task level. This includes Income and Cost (projected vs. actual) for each phase and task. These values are pulled from the Job Items that are assigned to the job.
Every job is automatically assigned a Default Phase and Task. These defaults can be left as-is if you don't need further categorization or they can be renamed. If you need to add more phases and tasks, the best practice would be to either rename these defaults or create your own phases/tasks then delete the defaults.
- Click the ➕ to create a new Phase or Task.
- Click the 🗑️ to delete an existing Phase or Task.
- Newly created Tasks will be linked to the Phase that is highlighted when the Task is added.
- To edit a Phase or Task, double-click it.
- To resize the columns, drag the columns as wide as you want them and then click the 📌 to save the column widths.
- Memo: Another text field that can be used to describe the usage of phases and tasks (or however you choose to use it).
- Labor Total: The total of all the job's Labor Items.
- Material Total: The total of all of the job's inventory costs.
- Misc. Total: The total of all of the job's miscellaneous costs.
- Phases: Each job can be grouped into multiple phases. Each phase carries its own income, cost and profitability.
- Tasks: Each phase can consist of multiple tasks. Each task carries its own income, cost and profitability.
