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Job Orders

This screen allows you to create and maintain Job Orders.

 

List Tab

 

Display fields

 

The displayed fields are taken from Job Order information entered into the ‘Detail’ tab.  The selection of which fields to display is at the user’s discretion.  To select the fields to display simply ‘right mouse’ in the main panel and select ‘Customize List Fields’.  On the displayed panel you can:

 

Note: If you select the CURRENTDUECOLOUR field then the field will show colours relating to the Due Date of the Order compared to today's date

Similarly if you select PLANNEDDUECOLOUR field then the filed will show colours relating to the Planned Date compared to today's date. 

The displayed colours are:

Data Display Options

 

Field Position - On the List screen you can move the field position by dragging the column heading left or right to the position where you want it to appear.

 

Filtering and Sorting - If you ‘check’ the checkbox then the displayed data is available for filtering and sorting:

 

Include Closed Status - If this is checked then the displayed list will include those Job Orders whose status is ‘Closed’

 

Searching - If you enter some text into the ‘Search’ field and click on the ‘binoculars’ Icon then all records will be interrogated and those records that contain the entered text will be displayed.  To revert back to displaying all records click on the ‘Eraser’ Icon

 

Buttons

 

Close: This will close the Job Order screen.  If you have any unsaved data then you will be asked if you wish to save it before the screen is closed.

 

Add: This will bring up a panel for entry of the following information that is required when creating a new Job Order.

       Creating a New Job Order

Order Date: The Date that the Order was raised.  This is prefilled with system date but can be amended by selecting the date from the drop-down calendar

Required Date: Enter the date when this Job is required.  It is prefilled with the system date but you can amend it by either overtyping or selecting the date from the drop-down calendar.

Requested Time Of Day: This is an optional open-format field where you can specify what time of day you would like this Job to be completed.  It is for reference only and does not affect any Job scheduling function

Job Type:  From the drop-down list select the Job Type that you are going to use against this Job.  Job Types are user-defined and include the Job Style, Invoice Style (From Schedule, From Actual Entries, No Invoice) and Job Number Prefix. 

Job Style: Display only field showing the Job Style held against the above Job Type record.

Order Number: If the Job or Quote Order numbering is manual (as defined against the Job Type) then this field will become active.  Enter a Job/Quote Number.  The program will check that this number does not currently exist in Ostendo. 

Customer or Company Site: From the drop-down list select:
- The Customer if this is a Customer related Job
- The Company Site if this is an ‘Internal’ Job.

Purchase Order: Open format field for entry of the Customer’s Purchase Order Number.  If the ‘Purchase Order Mandatory’ checkbox against the Customer Master record is ‘checked’ then an entry here is mandatory.

Description: Enter a brief description of the Job.  This will be displayed and print out whenever the Job Number is referenced.

Use A Template for this Job: If this checkbox is ‘checked’ then the next field becomes active

(Template): From the drop-down list select the Template that will generate the Job Details.  You should note that if you select this option than the Task and Resource tabs cannot be accessed.

(Description): Description of the Project chosen in the previous drop-down selection

Customer or Company Asset: This is only visible if the Job Type covers a Company/Customer Asset.  You should select the Asset from the drop-down list.  The field displayed relates to the Type of Job being created:

- A Customer Asset Code if this is related to a Customer Asset
- The Company Asset if this is an ‘Internal’ Job.

(Description): Description of the Customer or Company Asset chosen in the previous drop-down selection

Project: This is an optional entry field where you can select a Project Code from the drop-down list.

(Description): Description of the selected Project

Notes: You can enter unlimited amount of Notes that are related to this Job Order.  These notes will be available wherever the Order is reported.  Whenever you click on this field an icon will appear in the top-right.  By clicking on this Icon you can bring up the Frequently Used Text table.  Select the text to be copied and either press the OK Button in that screen or double-click the selected record.

Estimated Duration: Enter the estimated duration that this Job will take to complete.  Two fields are available.  The first field defines the quantity and then next the Units (Hours or Minutes).  This is prefilled with the default duration as defined in Jobs>Settings>Job Rules.

 

       Copy Existing Order

(Radio Buttons) Order or Quote: Select whether you are copying an Order or a Quote.

Select Existing Order Number for Copy: From the drop-down list select the current Job Order or Quote to copy and create a new Order or Quote

OrderNumber: Display only showing the selected Order or Quote.

Purchase Order: Optional entry for you record the Customer's Purchase Order reference

 

Create a Quote revision from the Selected Quote

Multiple Quote Revisions can be created by using this radio button.  Each Revision created is automatically given the original Job Number followed by a #99 where 99 is a system-generated increments number.

Selected Quote Number: Display only showing the currently selected Quote

If you now click the 'Create Quote' button then a Quote Revision record will be generated

NOTE: Only one revision is current at any one time, and this can be swapped via the Job Order's 'List' screen where a button captioned ‘Set Current’ (which only displays when on a Non Current version Quote).

 

(Tab) Task Information - To be completed if a Job Template is not used

Task Name:  This is prefilled with the Task defined as the ‘default’ Task in the Job Task screen.

Task Description: This is prefilled with the description of the default Task

How Are Invoice Lines Created: From the drop-down list select how the lines are created.  The options are:

Task Bill Code: Entry is only allowed if the ‘Single Task Bill is linked to this Task’ option is selected.  From the drop-down list select the Task Bill.  Task Bills are maintained under Jobs>Task Bills

Description: Entry is only allowed if the ‘Single Task Bill is linked to this Task’ option is selected.  This is prefilled with the Description of the selected Task Bill but it can be amended here and made specific to this Job.

Qty: Entry is only allowed if the ‘Single Task Bill is linked to this Task’ option is selected.  Enter the quantity of this Task Bill that is required in this Job.

Unit: Display only field showing the Unit of the Task Bill.

Unit Price: Entry is only allowed if the ‘Single Task Bill is linked to this Task’ option is selected.  This is prefilled with the evaluated Sell Price for the Task Bill and the Pricing Matrix relating to the Customer / Descriptor.  This price may be amended here and made specific to this Job.  If a Price change is made then the ‘Price Override’ checkbox will be flagged accordingly.

Tax Code: Entry is only allowed if the ‘Single Task Bill is linked to this Task’ option is selected.  This is prefilled with the Tax Code derived from the Customer Tax Group / Descriptor Tax Group relationship.  It can be amended here by selecting a Tax Code from the drop-down list.  Tax Codes are maintained by selecting File>Financial Configuration>Tax Codes.

Analysis Group: Entry is only allowed if the ‘Single Task Bill is linked to this Task’ option is selected.  The Analysis Group enables you to report and analyse Descriptors by their Group.  To select a Group click on the drop-down list.  Analysis Groups are user-maintained by clicking on the icon to the right of the field or by selecting General>Settings >Analysis Groups

 

(Tab) Resources - To be completed if a Job Template is not used.  You may (optionally) predefine the specific Resources used with this Job.  These Resources will appear on the Job Planning Board for Resource Scheduling purposes

Resource Type: From the drop-down list select the Resource Type.  The options are Asset or Employee.

Resource Name: From the drop-down list select the Resource Name.  The options available are related to the Resource Type selected above

 

Buttons

Create Quote: Click on this button to generate a Quote.  This action will take you to the Quote ‘Details’ tab for entering further information.

Create Order: Click on this button to generate a Job Order.  This action will take you to the Order ‘Details’ tab for entering further information.

Cancel: Click the ‘cancel’ button to exit this panel

 

Save: Not applicable to the List panel

 

Cancel: Not applicable to the List panel

 

Delete: This removes the current Job Order from this table

 

Related: This will bring up a list of functions that are related to the Job Order.  You may open and maintain information in those screens whilst still remaining in the Job Order screen.

 

Reports: This will bring up a list of Reports that are related to the Job Order.  You can immediately run the report whilst still remaining in the Job Order screen.

 

Print: This will allow you to generate and print the current Job Order

 

Job Invoices: Only displayed if the Job is an 'Order' (I.e. not a Quote).  When clicked this will take you to the Job Invoices screen for maintenance of Invoices against this Job.  For more details see ‘Job Invoices’ in this guide.

 

Set Current: Only displayed if the Job is a 'Quote' and the Quote is an earlier Revision of the current Quote.   Clicking this button will change the current 'Non Current' status of the Quote to a 'Current' status and will also revert the existing 'Current' status Quote to 'Non Current'

 

 

Detail Tab

 

Entry and Display fields

 

Order Number: Display only field showing the Job Order number.

 

Order Date: This is prefilled with the system date.  You can amend the date by either overtyping the date or selecting the date from the drop-down calendar.

 

Status: During Order creation this is prefilled with ‘Quote’ for a Quotation and cannot be amended. 

For Job Orders this is prefilled with the status defined against the Job Type.  You can amend this status by selecting the required status from the drop-down list.  The options are:

 

Description: Enter a brief description of the Job Order.  A longer description can be entered into the ‘Notes’ field at the bottom of the screen.  No checks are made on the entry

 

 

Job Type: Display only field showing the Job Type selected during order creation or the Job Type of the Order being copied during Order creation.

 

Job Style: Display only field showing the Job Style as held against the above Job Type.

 

Quotation Print: This is only visible if the Status is ‘Quote’ and defines the current print status of the Quote.  You can print the Quotation by clicking on the adjacent ‘Print’ Button.  After printing this will be set to ‘Printed’.  You can reset it to ‘Not Printed’ from the drop-down list if required.

 

Job Sheet: This is visible if the Status is not ‘Quote’ and defines the current print status of the Job Sheet.  You can print the Job Sheet by clicking on the adjacent ‘Print’ Button.  After printing this will be set to ‘Printed’.  You can reset it to ‘Not Printed’ from the drop-down list if required.

 

Current Task: From the drop-down list select the Task that is currently being processed.   This, combined with the Tracking Code provides a visual status of all Job Orders in Inquiry View 'Inquiry -  Job Progress'

 

Tracking Code: From the drop-down list select the Tracking Code.  Tracking Codes are user maintained (Jobs>Settings>Job Tracking) and enable you to track your Jobs and filter views or reports by this Code.

 

Site Name: Select the site name from drop-down list.

 

Job Settings Tab

 

Credit Terms: Not available for Job Style ‘No Invoice’ Jobs.  This defaults to the Credit Terms held against the Customer.  You can amend the Credit Terms by clicking on the drop-down icon and selecting the Terms that apply to this Order. 

 

Purchase Order: Open format field for entry of the Customer’s Purchase Order Number. 

 

Tax Group: Not available for Job Style ‘No Invoice’ Jobs.  This defaults to the Tax Group held against the Customer but you may amend this from the drop-down list and select the Tax Group that applies to this Sales Order.  This Tax Group combined with the Tax Group of the Item or Descriptor being sold defines the rate of Tax that applies.  You may maintain Tax Groups by selecting File>Financial Configuration>Tax Groups

 

Sales Person: This defaults to the Salesperson held against the Customer record but you may amend this from the drop-down list of Salespeople.  Salespersons are maintained under General>Employees

 

Project: This defaults to the Project as entered during Job Order creation.   You can change this by clicking on the drop-down icon and making the selection that you wish to apply to this Order. 

 

Job Category: From the drop-down list select the Job Category that applies to this Job Order.  Job Categories are used for analysis and reporting purposes.

 

 

Additional Fields Tab

 

If you have defined Additional Fields against the Job Order (created via System Configuration>Additional Fields) then an addition tab will be presented which, when selected, will display the available fields.  Enter information in line with the available field formats:

 

Dimensions Tab

 

If the ‘Display Dimensions’ field in Job Rules is ‘checked’ then this tab will be displayed.  It contains the following fields that apply to the Job Header

 

Planned Order Weight: A display only field calculated from all the Order Line’s Planned Quantity multiplied by the line’s ‘Unit Weight’.

 

Planned Order Area: A display only field calculated from all the Order Line’s Planned Quantity multiplied by the line’s ‘Unit Area’.

 

Planned Order Volume: A display only field calculated from all the Order Line’s Planned Quantity multiplied by the line’s ‘Unit Volume’.

 

Actual Order Weight: A display only field calculated from all the Order Line’s Actual Quantity multiplied by the line’s ‘Unit Weight’.

 

Actual Order Volume: A display only field calculated from all the Order Line’s Actual Quantity multiplied by the line’s ‘Unit Volume’.

 

Actual Order Area: A display only field calculated from all the Order Line’s Actual Quantity multiplied by the line’s ‘Unit Area’

 

Scheduling Tab

 

Order Priority: This defines the priority attributed to the Order for use with the Order Availability scheduling function.  It is prefilled with the setting held against the Customer record but can be changed here if required.  The Priority number can be between 1 and 9 (1 being the highest priority).

 

Full Pick Only: ‘Check’ this checkbox if you wish to see only those Job Orders where the full Item requirements are available for Issue.  This is prefilled with the setting held against field ‘Availability Job Full Pick Only’ in the Requirements Rules but can be changed here if required.

 

Job Assigned: This is a display-only checkbox to indicate whether this job is already assigned.

 

The Scheduled Time has been Fixed: If this is 'checked' then this is telling the Constraint Scheduling process that the current dates held against this Order are Fixed and cannot therefore be re-scheduled.  

 

Earliest Start Date: From the drop-down calendar select the date before which this Order cannot be scheduled by the Constraint Scheduling routine

 

Finished Date: From the drop-down calendar select the date this job was finished. Finished date is used in the calculation of the next Recurring Service event or Planned Service event.

 

Service Zone: The Service Zone related to this customer.

 

 

Overrides Tab

 

Override Pricing Levels: If this is 'checked' then you may override the Price Level that applies to this Order

 

Price: From the drop-down list select the Price Level that you wish to apply to this Job if different to the Customer's normal Price Level.  Price Levels determine Item and Descriptor Sell prices using a pricing structure relating to this Price level.

 

Rate: From the drop-down list select the Rate Level that you wish to apply to this Job if different to the Customer's normal Rate Level.  Rate Levels determine Labour Sell prices using a pricing structure relating to this Rate level.

 

Deliver Purchase Direct to Customer: If this is 'Checked' then any Purchase Order generated from a  'Supply on Demand' Job Order Line will have its 'Deliver To' address in the generated Purchase order the same as the Customer Delivery Address of this Job order.

 

Override Locations: If this is 'checked' then you may override the Warehouse/Location that will apply to this Order

 

WH: This is prefilled with the default Issue Warehouse for this Order.  You can amend this by clicking on the drop-down list to select the Warehouse from where Items are to be issued. 

 

Loc: This is prefilled with the default Issue Location - within the above Warehouse for this Order.  You can amend this by clicking on the drop-down list to select the specific Location from where Items are to be issued. 

 

Financial Tab

 

Financial Category: If required, select the Financial Category applicable. If left blank, it will use the Financial Category (if any) linked to the associated Cost Centre.

 

   

 

Service Tab

 

Mobility Team or Employee: This field allows you to assign the job to a particular employee or a Mobility team of employees (Team / Employee).

 

Name: This is the name of the Employee or name of the Mobility team this job is assigned to.

 

Elapsed Days Before Required Date: This allows you to specify a lead time (no. of days) before required start date for the job which will be taken into account when the job is listed in Freeway app.

 

Urgent Order: Tick this box if this is an urgent job. When and urgent Order is sent to Freeway, it will be displayed at the top of the list for the Start Day it is assigned to. It will also be marked with a Red indicator.

 

Fixed Requested Time: Tick this box if the Requested Time is fixed (not flexible).

 

Assign Style: This drop-down allows you to select one of the options:

• Standard Job: This "Standard Job" Assign Style means the job will be removed from the To Be Assigned list once it is assigned to a resource.

• Continuous Job:  This option makes the job always available for selection in the mobile device.

• Continuous Assignment: This option makes the job always available for assignment. It will not be removed from the To Be Assigned list in the Assignment Board (unless the Job is Closed).

• Assignment Reminder: This option allows you to set up a job as a booking placeholder for the specific purpose of sending reminders to Freeway users to do certain tasks.. The job can then be assigned through the assignment board and the Assignment Subject can be changed to reflect the reminder message - so that the Freeway User sees the reminder in their Jobs List. Such jobs can remain the the Assignment Board Jobs List area so it can be used many times.

 

 

Style Name : Select the default Style Template for this job.

 

Asset Tab

 

Customer Asset: This will only display if the Job covers a Customer Asset and shows the Customer Asset as entered during Job Order creation.   You can change this by clicking on the drop-down icon and making the selection that you wish to apply to this Order. 

 

(Customer or Company Asset Description): This will only display of the Job covers a Customer Asset and shows the Assets Description

 

 

Tracking Tab

 

Asset Currently At: This will only display of the Job covers a Customer Asset.  When displayed it shows the current location as entered into the next field

 

Asset Tracking (Button): This will only display of the Job covers a Customer Asset.  If you click on this Button then a separate panel will appear for you to maintain the Asset’s current location in addition to retaining a history of where it has been located

 

 

Readings Tab

 

Reading Name: This field shows the Reading Name associated with this Asset.

 

Last Reading: This field shows the last reading value and date.

 

Current Reading: You can enter the current reading and date here.

 

 

Order Discounts Tab

 

Total Disc: This is for information only and shows the sum of the discounts applying to each line expressed as a percentage of the sum of each order line with no discount

 

(Discount Value): This is for information only and shows the sum of the discounts applying to each line.

 

Batch Update Discount %: This will bring up a separate panel for adjusting the discount and shows the following fields:

Discount Every Line with New discount: The discount against each line will be overwritten with this discount

Ratio All Lines to reflect the New discount: Applies the increase or decrease percentage change to the current discount percent against each line

Existing Discount %: Display only field showing current discount %

New Discount %: Enter the revised discount % to be applied

 

Order Deposits Tab

 

Deposit: Display only field that shows the total of all Deposits made against this Sales Order

 

Unapplied: Display only field that shows the amount of Deposits made against this Sales Order that have yet to be applied.

 

(Button) Create Deposit:  If this button is pressed then a separate panel will appear for you to enter a deposit payment against this Order.  This screen contains the following fields;

 

Order Number: Display only field referring to this Order Number

Billing Customer: Display only field showing the Billing Customer for this Order

Deposit Date: This is prefilled with the system date.  You may amend this by over-typing the date or selecting a date from the drop-down calendar.   Upon posting this Deposit a check will be made to ensure that this date is after the ‘Cut-Off’ date as set up in File>Financial Configuration>Cut-off dates.

Payment Method: From the drop-down list select the method by which the Deposit was made.  Payment Methods are user-defined under File>Financial Configuration>Payment Methods.

Payer Name: Enter the name of the Payer. No checks are made on this entry.

Banking Method: From the drop-down list select the method by which the Deposit will be banked.  The options are:

Directly to Account: Posting will occur upon update in this screen

Using Bank Deposit: Posting will occur when banked through the Bank Deposit routine

Payer Branch Name: Enter the name of the Payer's Bank Branch. No checks are made on this entry.

Account for Payment: From the drop-down list select the Account to which the Deposit will be made.  Payment Accounts are user-defined under File>Financial Configuration>Payment Accounts.

Payment Reference: Enter details of the Payment (Example: Cheque Number)

Order Amount: Display only field showing the total amount of the order.

Deposit Amount: Enter the amount received against this Deposit

Remaining Balance: Display only field showing the value of Deposits that have not yet been applied.

 

Buttons

 

Accept: This will create a Deposit record linked to the Order

Cancel: Cancel and ignore the entry and return to the Order Deposits Sub-Tab

 

Customer: Display only field showing the Customer selected in the Order Creation panel.  If this is a ‘No Invoice’ Job then Company Site will be displayed

 

(Button) Additional Order Address Details: This button brings up a small panel that is prefilled with the Customer’s Address (or site address if the Job Style is ‘No Invoice’) and Contact details.  They can be amended at any time either by clicking the drop-down button and selecting an Additional Address or by keying an address directly into the following fields.

 

Billing Customer: Not available for Job Style ‘No Invoice’ Jobs.  This is prefilled with the Billing Customer as held against the Customer record.  It may be amended by selecting a new Billing Customer from the drop-down list

 

Additional Billing Address Details (Button): Not available for Job Style ‘No Invoice’ Jobs.  A drop-down panel shows the current address details of the Billing Customer. They can be amended at any time by keying directly into the following fields.

 

 

Job Scheduling

 

Required Date: It is prefilled with the date entered during Job Order creation, but you can amend it by either overtyping or selecting the date from the drop-down calendar.

 

Requested Time Of Day: Prefilled with the time of day entered during Job Order creation. This is an optional open-format field where you can specify what time of day you would like this Job to be completed.  It is for reference only and does not affect any Job scheduling function

 

(Button) Job Tasks: Clicking on this button will bring up the Job Tasks scheduling panel for maintenance of Tasks and Resources.  For more details see ‘Job Tasks’ in this guide.

 

Estimated Duration: Prefilled with the estimated duration entered during Job Order creation but you can amend it here if required.  Two fields are available.  The first field defines the quantity and then next the Units (Hours or Minutes). 

Job Booking Status: Display only field showing the Booking Status of this Job.  The display options are ‘Booked In’ and ‘Not Booked In’.  This status is maintained if you press the next (Job Booking) button

 

(Button) Job Booking: Clicking this button will bring up a separate panel for generating the Job’s Scheduling information and comprises:

Job Information: Display only area showing details on the Job

Job Start: Prefilled with the system date and time.  You can amend this if required.  If you click on the ‘Calculate Job End Date and Time’ button the program will apply the Job duration to the calendar set up in General>Settings>Work Times to arrive at an end Date and Time.  This will be shown at the bottom of the screen.

Job Tasks: Initially all the tasks will have no Start Date/Time and End Date/Time information.  When the above ‘Calculate Job End Date and Time’ button is pressed the program will calculate the times for each Task based on the ascending Sequence Number and place the results against each Task.

Job End: Initially this will be blank.  When the above ‘Calculate Job End Date and Time’ button is pressed the program will calculate the times for each Task and finally calculate that Job’s End Date and Time.

(Button) Display Job Calendar: This will take you to the calendar view where the Resource requirements can be viewed and adjusted.

(Button) Clear Booking: Reverses the ‘Booked In’ status generated by the next button.

(Button) Book In: This generates the Resource Requirements for this Job, which will now appear on the Job Calendar.

(Button) Cancel: Cancels the current activity and returns to the Job Detail screen.

 

Planned Start Date & Time: Display only field showing the Job Start Date and Time as generated via the ‘Job Booking’ screen 

 

Planned End Date & Time: Display only field showing the Job End Date and Time as generated via the ‘Job Booking’ screen 

 

Invoice Style: This is only visible if the Status is not ‘Quote’ and is a display only field showing the style of Invoice being used by this Job.  The displayed options are ‘From Schedule’, ‘From Actual Entries’, or ‘No Invoice’.

 

Quote Expiry: This is only visible if the Status is ‘Quote’ and defines the expiry date of the Quote.  The date is derived from the Quotation Date plus the number of days set up in Jobs>Settings>Job Rules.  You can amend the Expiry date by keying in a new date or selecting a date from the drop-down calendar.

 

Quote Opt (Button): This is only visible if the Status is ‘Quote’.  Clicking on this button will bring up the Job Quote Options screen.  This is prefilled with the Defaults identified in the Job Rules but you may amend these defaults and make the text specific to this Quotation

 

Convert Quote (Button): This is only visible if the Status is ‘Quote’ and, if selected, will bring up a new panel with the following fields:

Convert to Order: Select this radio Button if this quote is to be converted into a Job Order.

Quotation Is Lost: Select this radio Button if this quote has been lost.  In this instance the next field will become active

Lost Code: Select the reason why the Quote was lost from the displayed list then click the ‘OK’ button.  Lost Quote Codes are maintained via

(Button) OK: If the Quote is being converted into an Order then this will commence the generation of that Order.  If the Quote is ‘Lost’ then this will change the Quote Status to ‘Lost’.  Note: Lost Quotes can be viewed via a report

 

Cost Centre: This is only visible if the Status is not ‘Quote’ and the Invoice Style is ‘No Invoice’.  It represents the Cost Centre to where Costs are posted.  When displayed it is prefilled with the Cost Centre currently held against the Job Type record.  You can amend this, is required, by selecting another Cost Centre from the drop-down list.

 

This is a Fixed Price Job: This checkbox is active if the Invoice Style is ‘From Schedule’ and allows you to override the evaluated amount by a Fixed Amount.  The Invoice Schedule can now be generated using this Value rather that the Amount generated from the line content of the Job Order.

 

Cost Centre: This drop-down is only visible if the Invoice Style is 'No Invoice' and allows you to select a Cost Centre for posting non-labour charges

 

Labour C/C: This drop-down is only visible if the Invoice Style is 'No Invoice' and allows you to select a Cost Centre for posting Labour charges

 

Create an Item: This is only visible if the Job Invoice Style is ‘No Invoice’.  When ‘checked’ it denotes that you intend to produce an Item from this Job and receive that Item into Inventory.  When ‘checked’ a new tab (‘Item Creation Info’) will appear for you to enter details of the Item being produced.

 

(Button) Item Creation

 

This is only visible if the above ‘Create an Item’ field is ‘checked’.  When selected a drop-down panel appears into which you can define the Item being produced by this Job.  You should note that the Item Code should already exist in Ostendo and be ‘Serial Number’ controlled.  You may also wish to identify the Item Code record to state that ‘Actual Costing is Used’.  This would then retain the individual Costs against each Serial Number in stock.

 

How Item is valued: This is prefilled with the value set up against the Job Type.  It can be amended here by selecting the way the Item will be valued in Inventory.  The options are:

Cost: The actual Costs booked against the Job Order will be used

Price: The current Sell Price as held against the Item in the Job will be used

 

Item Code: From the drop-down list select the Item that is being produced.  This Item must be identified as Serial Number controlled.  Having selected the above Item Code the following fields are displayed based upon the ‘Inventory Tracking’ characteristics identified against the Item.

 

Receipt Warehouse: This is the Warehouse into which the Item Code will be received.  It is prefilled with the default Warehouse held against the Item Code record but can be amended here and made specific to this Job Order.

 

Receipt Location: This is the Location within the above Warehouse into which the Item Code will be received.  It is prefilled with the default Location held against the Item Code record but can be amended here and made specific to this Job Order.

 

Serial Number: This will be the Serial Number of the Item when it is received into Inventory. It is a mandatory entry field and the Serial Number must not currently exist in Inventory.

 

Expiry Date: If this Item Code is ‘Expiry Date’ controlled then this field will be displayed.  When displayed you must enter an Expiry Date prior to receiving the Item into Inventory.

 

Batch Number: If this Item Code is ‘Batch’ controlled then this field will be displayed.  When displayed you must enter a Batch Number prior to receiving the Item into Inventory.

 

Revision Number: If this Item Code is ‘Revision’ controlled then this field will be displayed.  When displayed you must select a Revision Number from the drop-down list prior to receiving the Item into Inventory.

 

Grade: If this Item Code is ‘Grade’ controlled then this field will be displayed.  When displayed you must enter a Grade prior to receiving the Item into Inventory.

 

Colour: If this Item Code is ‘Colour’ controlled then this field will be displayed.  When displayed you must enter a Colour prior to receiving the Item into Inventory.

 

Size: If this Item Code is ‘Size’ controlled then this field will be displayed.  When displayed you must enter a Size prior to receiving the Item into Inventory.

 

Nett Value: This field is active if the Invoice Style is ‘From Schedule’ and, if the previous checkbox is ‘checked’, allows you to specify a Fixed Amount that will represent the Job Price

 

Job Order Values: The following display-only fields show the current order Values status of this order:

Order Values: This is for information only and shows:

Ordered Values        

Nett Amount of current Job

Tax Amount of current Job Order

Total Amount of current Job Order

Invoiced Values

Nett Amount of Invoices raised to date

Tax Amount of Invoices raised to date

Total Amount of Invoices raised to date

To be Invoiced

Nett Amount of ‘Pending’ Invoices awaiting conversion

Tax Amount of ‘Pending’ Invoices awaiting conversion

Total Amount of ‘Pending’ Invoices awaiting conversion

 

 

Instructions section

 

Job : You can enter unlimited amount of Notes/Instructions that are related to this Job Order.  These notes will be available wherever the Order is reported.  Whenever you click on this field an icon will appear in the top-right.  By clicking on this Icon you can bring up the Frequently Used Text table.  Select the text to be copied and either press the OK Button in that screen or double-click the selected record.

 

Invoice : You can enter unlimited amount of Notes/Instructions that are related to this Job Order.  These notes will be available wherever the Order Invoice is reported.  Whenever you click on this field an icon will appear in the top-right.  By clicking on this Icon you can bring up the Frequently Used Text table.  Select the text to be copied and either press the OK Button in that screen or double-click the selected record.

 

History Notes : All Job History Notes for this job will be displayed here.

 

Work : You can enter unlimited amount of Notes/Instructions that are related to this Job Order.  These notes will be available wherever the Order is reported.  Whenever you click on this field an icon will appear in the top-right.  By clicking on this Icon you can bring up the Frequently Used Text table.  Select the text to be copied and either press the OK Button in that screen or double-click the selected record.

 

The idea of having both Job instructions and Work Instructions is so that you can use one of them solely for internal communications and the other to be sent to the mobile devices via Ostendo Freeway. There is a rule in Mobility Settings -- Mobility Rules which allow you to specify which set of instructions will be sent to the mobile devices.

 

 

Buttons

 

Close: This will close the Job Order screen.  If you have any unsaved data then you will be asked if you wish to save it before the screen is closed.

 

Add: Not applicable to the Detail panel

 

Save: This will save the current data without exiting the screen

 

Cancel: Any changes made since the screen was opened or the last time the ‘Save’ Button was pressed will be lost.

 

Delete: Not applicable to the Detail panel

 

Related: This will bring up a list of functions that are related to the Job Order.  You may open and maintain information in those screens whilst still remaining in the Job Order screen.

 

Reports: This will bring up a list of Reports that are related to the Job Order.  You can immediately run the report whilst still remaining in the Job Order screen.

 

Print: This will allow you to generate and print the current Job Order

Job Invoices: Only displayed if the Job is an 'Order' (I.e. not a Quote). When clicked this will take you to the Job Invoices screen for maintenance of Invoices against this Job. For more details see ‘Job Invoices’ in this guide.

Job Deliveries: Only available if the Job is an Order. This will shortcut you through to the Sales Deliveries screen. In essence, this allows you to manually create a ‘Delivery’, however in this case the Delivery itself is to be linked to the Job and Job Task (NB: The Task must be set to “Multiple Job Lines can be linked to this Task”). For more details see ‘Job Deliveries’ in this guide.

Set Current: Only displayed if the Job is a 'Quote' and the Quote is an earlier Revision of the current Quote. Clicking this button will change the current 'Non Current' status of the Quote to a 'Current' status and will also revert the existing 'Current' status Quote to 'Non Current'

 

 

Lines Tab

 

This screen allows you to add and maintain Lines in the Job Order.  The Job Order Number and its Status is displayed at the top of the panel.

 

Job Order Lines can be created from the following sources:

 

Each Method is described here

 

Lists: Lists are pre-defined Lists of Item Codes, Descriptor Codes, Catalogue Codes, and Labour Codes from which selections are made.  Maintenance of Lists is covered under Inventory>Lists.   To use ‘Lists’ click on the ‘Lists’ icon on the upper toolbar.  On the displayed panel use the drop-down list to select the specific List.   This will display the contents of the List. Now ‘check’ the checkbox against each line that you want to be copied to the Job.  You have the option to click on the ‘Select All Contents’ Button at the bottom of this panel to select all the records.  You may also click on the ‘De-select All Contents’ Button at the bottom of this panel to ‘un-select’ all the records.   For each selected record you can amend the ‘Per Qty’ to denote the quantity you require per ‘List’.  You can enter a multiplying quantity in ‘Multiplied Contents By’ field, which will extend the above ‘Per Qty’ by this factor.

If you now click on the ‘Create Lines from Selected Contents’ Button then all the selected Lines will be copied to the Job.   At this time any prices and quantity discounts will be applied to determine the Job Order Price for each Line.

 

Items: To select single or multiple Items click on the ‘Items’ icon on the upper toolbar.  This will display all Items that are currently ‘Active’.   Simply highlight the Item in the top panel then click the ‘Add to Selected Items’ Button to copy it to the lower part of the screen.  Repeat this for all required Items.  In the Lower panel amend the required quantity per line as required, or remove the line by clicking on the ‘Remove from Selected Items’ Button.

If you click on the ‘Create Lines from the Selected Contents’ Button then all the selected Lines will be copied to the Job.   At this time any prices and quantity discounts will be applied to determine the Job Order Price for each Line.

If you have Items that are designated as ‘Custom’ products then these should be added to the  Job Order by clicking the ‘Add’ Button and selecting the Item in the lower part of the ‘Lines’ screen.  A display will appear depending upon whether the Custom Product is configured by ‘Rules’, ‘Manual’, or 'Featutes'

 

Descriptors: To select single or multiple Descriptors click on the ‘Descriptors’ icon on the upper toolbar.  This will display all Descriptors that are currently ‘Active’.   Simply highlight the Descriptor in the top panel then click the ‘Add to Selected Descriptors’ Button to copy it to the lower part of the screen.  Repeat this for all required Descriptors.  In the Lower panel amend the required quantity per line as required, or remove the line by clicking on the ‘Remove from Selected Descriptors’ Button.

If you click on the ‘Create Lines from the Selected Contents’ Button then all the selected Lines will be copied to the Job.   At this time any prices and quantity discounts will be applied to determine the Job Order Price for each Line.

 

Catalogues: To select single or multiple Codes from a Supplier’s Catalogue click on the ‘Catalogue Items’ icon on the upper toolbar.  This will display all Codes that are included in the Catalogue against whom this order is being placed.   Simply highlight the Code in the top panel then click the ‘Add to Selected Items’ Button to copy it to the lower part of the screen.  If a Catalogue Item exists as an Ostendo Item the program will display the Item’s current Ostendo Stock level.  You have the option to use that stock or continue as a Catalogue Item.  If the Catalogue Item option is selected then Ostendo will create a ‘Source On Demand’ record to satisfy the Order. 

 

Kitsets: A Kitset - containing a user-defined mixture of Items and Descriptors - can be called up and added to a Job Order line.  The content of the kit is copied as a sub-set to the Job Order Line and can be amended as required.  However, any Invoice generated from the Job order will state a sell price at the Kitset level.  The selection of a Kitset is by clicking on the ‘Line Type’ drop-down list when creating a Job Order Line and selecting ‘Kitset Code’.  The relevant Kitset and quantity then be selected for this line

 

Labour: A Labour Code can be called up and added to a Job Order line.  The selection of a Labour Code is by clicking on the ‘Line Type’ drop-down list when creating a Job Order Line and selecting ‘Labour Code’.  The relevant Labour Code and with its cost and unit price will be copied to this line

 

Manual: You can create Manual Order Lines by clicking on the ‘Add’ Button to the right of the screen.  A Line is created in the upper panel, however maintenance of the record is carried out in the lower panel.    

 

(Batch Entry bar)

This bar displays Buttons that provide various options to add lines to the Job in batch form:

 

Lists: Clicking on this button will bring up the Lists maintained via Inventory>Lists.  From the displayed List you can select single or multiple Items for copying to this Job

 

Items: Clicking on this button will bring up a list of Items currently in Ostendo.  From the displayed list you can select single or multiple Items for copying to this Job

 

Descriptors: Clicking on this button will bring up a list of Descriptors currently in Ostendo.  From the displayed List you can select single or multiple Items for copying to this Job

 

Templates: Clicking on this button will bring up a list of Job Templates currently in Ostendo.  From the displayed List you can select single or multiple Templates for copying to this Job

 

Catalogue Items: Clicking on this button will bring up a list of Supplier Catalogues from which you can select a specific Catalogue.  Note: The Catalogue selection screen is by-passed if you only have one Supplier Catalogue in Ostendo.   For the selected Supplier the Catalogue Items are displayed from which you can select single or multiple Items for copying to this Job

 

Issues: Clicking on this button will bring up the Job Order Issues screen.  This is prefilled with the Item and Descriptor lines currently contained in the Order.  You can carry out ‘mass issue’ of the lines within that screen as follows:

 

Prefill Issues (Button): Click this button to prefill all lines with the outstanding issue quantity. You should note however that the displayed list only shows:

 

You may either use this ‘Speed Entry’ to prefill lines with the current outstanding quantity or enter each line as required.  All lines can be amended prior to posting via the ‘update Job with above Job Issues’ button.  Note that any line that has sub-level variations (Serial Number, Batch Number, Colour, etc) are NOT prefilled and must be selected at line level.  The following fields are displayed:

Date: In the first instance this is prefilled with the system Date.  You can change this date by entering the date or clicking on the drop-down menu and selecting the date.

Task Name: This shows the current selected Task in the Job Order.  You may amend this by selecting another Task from the drop-down list of steps for the selected Job Order. 

Line Type: This shows the Line Type covering this line.  You may amend this by selecting another Line Type from the drop-down list.  The options are Descriptor Code or Item Code.

Code: From the drop-down list select the Descriptor Code or Item Code that applies to this line

Unit: Prefilled with the base Unit for the Item or Descriptor.  If the Item has more than a single Unit of Measure then an alternate Unit can be selected from the drop-down list.

Qty: The Quantity to be issued.  This can be amended at any time.  If the Item has sub-level variations (such as Colour, Size, Batch, etc) then you should click on the Icon to the right of this field and selected the specific variant(s) from the displayed panel.  This feature also applies if you are issuing an Item from a location other than the displayed default location.

Charge Style: Select the charge style from the drop-down list. The options are:

Non-Charge Code: If charge Style is ‘non-charge’ then select non-charge code from drop-down list 

Warehouse: For an Item Code this is prefilled with the default ‘Issue’ Warehouse.  You may amend this by selecting another Warehouse from the drop-down list

Location: For an Item Code this is prefilled with the default ‘Issue’ Location.  You may amend this by selecting another Location from the drop-down list

Variants: If the Line Item Number has variants (Serial Number, Expiry Date, Batch No, Rev No, Size, Colour, Grade) then they should be entered into the respective fields. 

Recorded Notes: Extended Notes for your own information can be attached to this Line.  

 

Buttons

Close: This will close the Job Order Issues screen.  If you have any unsaved data then you will be asked if you wish to save it before the screen is closed.

Add: This will send the cursor to a new line for creation of a new Issue record.

Save: This will save the current line’s data without exiting the screen

Cancel: Any changes made to the current line record or the last time the ‘Save’ Button was pressed will be lost.

Delete: This will delete the selected Transaction Batch Line

Update Job with the Issues Above: If you click this button then the quantities entered against each line will be issued to the Job and - in the case of Items - issued from stock.

 

(Script): This button will only be displayed if an ‘Order Script’ has been created (via File>System Configuration>Order Scripts).   When visible the button name will be prefilled with the script name and, when pressed, will perform the functions of that script.

(Order Values bar)

If the ‘Display Lines Value Bar’ is ‘checked’ in Job Order Rules then this bar will be visible.  It gives you the option to view Planned or Actual Values.  From the drop-down list select the Values that you wish to appear in this ‘Values Bar’.  The options are to display the Planned or Actual values showing:

Order Value: Display only field showing the sum of the extended sell prices of the above lines

Order Cost: Display only field showing the sum of the extended costs of the above lines

Margin%: Display only field showing the Margin expected from the Line’s Price and Cost information calculated from (Sell Price - Cost) / Sell Price

Markup%: Display only field showing the Margin expected from the Line’s Price and Cost information calculated from (Sell Price - Cost) / Cost

(Button) Alter Markups: If you click on this button then a separate screen will appear that allows you to amend the Markup% against selected lines in a Job Order. You have the option - via Radio Button - to apply this to either Planned Cost or the Actual Cost of issues made against lines.

Adjustment Level: Select the Radio Button against which you are going to adjust the Markup percentage.  The selected option will define the display in the lower part of this screen.  The options are:

Name:  If the selected Radio Button is:

Planned Price: Display only field showing the sum of the extended Unit Nett Price * Order Qty of each line contained within the selected Adjustment Level

Planned Cost: Display only field showing the sum of the Unit Cost * Order Qty of each line contained within the selected Adjustment Level

Markup%: Display only field showing the current Markup% of the lines contained within the selected Adjustment Level

Profit: Display only field showing the planned profit being made when using the Planned Price and Planned Cost

New Markup%: Enter the new Markup percentage that wish to apply to all lines within the Adjustment Level.

New Price: Display only field showing the recalculated sum of the Unit Cost * Order Qty * New Markup% of each line contained within the selected Adjustment Level

New Profit: Display only field showing the recalculated profit to be made when comparing the New Price to the Planned Cost

 

Buttons

 

Recalculate: This will recalculate the values in this display only and is for information only.  It will not update the affected Job Lines

Update: This button is only active if the User is allowed to amend Sell Prices.  When active it will update each Job Order Line contained within the Level by the value entered in the ‘New Markup %’ field

Cancel: This will cancel any changes that have been made and will close this screen.

 

(Line Info bar)

 

A line is presented between the Upper and Lower panels which contains buttons relating to the current line Item and is presented for further information and maintenance.   The displayed buttons are:

Max Kitset: If the Order Line is a Kitset then Ostendo will determine the number of kits – using the current stock level - that can be assembled for each line in the Kit.  The lowest calculated number represents the maximum number of full Kitsets that can be made.  This value is displayed on this button.  Click on the button to view the Kitset Line details

Add-On Sale Items: The current Add-On Sales linked to this Item are displayed for further maintenance if required.

Qty-Break Pricing:  The current Quantity Breaks and Sell Prices linked to this Item are displayed for further maintenance if required.

Alternate Item:  The current Alternate Item linked to this Item is displayed for your reference along with the current on-hand quantity of this alternative.

Stock/Avail:  This shows the current On-Hand quantity (in stock) and Available Quantities (On-Hand + Supply - Demand) for this Item along with the Item’s basic Unit of Measure.  Clicking on this button will show further details.

 

Lower Panel

The Line Maintenance applies to any line generated by any of the above methods.  Seven ‘Tabs’ are associated with this section.  Which tabs are displayed is dependent upon the Line:

 

Job Line Tab

 

This is the main entry and maintenance area for Job Order Lines.

 

Entry and Display fields

 

Line Number: This is auto-generated by the program in increments of 10 from the previous Line Number.  You can amend this number if required.  This number can be used as a sort sequence for printing the lines on a Sales Order.  No checks are made on the entry

 

Line Type: From the drop-down list select the Line Type.  The options are:

Item Code

Descriptor Code

Labour Code

Kitset Code

Catalogue

 

Code: From the drop-down list select the Code.  The drop-down list will vary dependent upon the Line Type selection.  When entering a Inventoried Item you may wish to look at further Item Code information:

 

Order Qty: This is prefilled with the quantity entered into the preliminary selection panels defined above or 1 if manually entering the line.  This can be amended here if required.

If the Line is for an Item Code and that Item has Order Dimensions then an Icon will appear to the right of this field.  If you click on the Icon (or key Ctrl-Q) then a separate panel will be presented into which you can enter the individual Dimensions.  From the entered lines Ostendo will calculate the total quantity and populate the Order Line with this value.  You may overtype this quantity if required.

 

Actual Qty: Display only field showing the current quantity issued against this line

 

Unit: This is prefilled with the Unit for the Code.  If this is an Inventoried Item with multiple Units then you can amend the Unit of Measure by clicking on the drop-down icon and selecting the Unit.

 

Std Price: This is prefilled with the program calculated Unit Price of the Code taking into account any quantity Discounts, etc.  If the User’s has been given the rights (via File>System Configuration>User Security and Options) then this can be amended here. 

 

Order Price: This is prefilled with the program calculated Unit Price of the Code taking into account any quantity Discounts, etc.  This can be amended here if required.  If it is amended then the Discount% field will automatically show the discount relative to the above Std Price.  You will see a small icon at the right edge of this field.  If you select this then this will show the Price changes (if any) that have been made

 

Discount%: This is prefilled with the normal Discount % offered to this Customer.  This can be amended if required.  In this instance the Order Price field will automatically show the discounted amount relative to the above Std Price

 

Description: This is prefilled with the description as held against the Item, Descriptor, Labour Code, Kitset, or Catalogue Item.  It can be amended here if required.

 

Nett Amount: The system-calculated nett amount for the Line based on the Order Quantity, and Unit Price and taking into account the Sell Price matrix.

 

Tax Amount: The system-calculated tax amount based on the Order Quantity, Unit Price and Tax Code.

 

Total Amount: The system-calculated total amount for the Line based on the Order Quantity, Unit Price and Tax Code.

 

Price Override: Checkbox showing if the price has been manually overridden.  If this is ‘unchecked’ then the Unit Price field will revert to the pre-amended price.

 

Task Seq: Display only field showing the sequence number of the Task selected in the next field

 

Task: From the drop-down list select the Task where this component line is to be used.  You should note that will only display those Tasks that have been assigned to this Job.

 

Tax Code: This is prefilled with the Tax Code as evaluated from the relationship between the Customer Tax Group and the line’s Tax Group (See File>Financial Configurations>Tax Matrix).  The Tax Code can be amended from the drop-down list if required

 

Analysis Group: The Analysis Group allows you to analyse Inventory, Labour, and/or Descriptor records.  It is also used in defining the presentation of the order lines when it is printed on a Quote, Order, or Invoice associated with an ‘Actual Quantity’ Job Order.  The presentations are selectable by Analysis Group and offer different format options to the above three documents.

No Grouping: All Lines within the Analysis Group will printed

Header and Footer: A Header containing the name of the Analysis Group will be printed followed by the Lines within the Analysis Group.  At the end of the Group a Footer record will be printed showing a summarised total of the Analysis Group content

Group Totals Only: A single line will be printed showing the summarised total for the Analysis Group.

This is prefilled with the Analysis Group held against the Code.  This can be amended by selecting another Analysis Group from the drop-down list.

 

Invoice and Quote Display: This only applies to ‘Kitset’ and ‘Task Bill’ lines and allows you to select the print options that will appear on the Invoice and Quote.  From the drop-down list select the preferred option:

 

No Content Display: Don’t print the Kitset or Task Bill details to the document

Display Planned Contents: Print the Planned content of the Kitset or Task Bill

Display Actual Contents: Print the Actual Issues made against the Kitset or Task Bill

 

Line Status: This shows the current status of this line.  The options are ‘Open’ or ‘Closed’.   The program will close the status if the full quantity has been issued.   You can amend this by selecting ‘Open’ from the drop-down list.     Similarly, if you have not issued the full order quantity and know that the remainder will not be issued then you can amend the status to ‘Closed’.  If the Line is an Inventoried Item then a status of ‘Closed’ will inform the Replenishment Routine to ignore this line.

 

Planned Unit Cost: This is prefilled with the current cost held against the line record.  With the exception of Kitset it can be amended here if required.

 

Cost Markup%: Display only field showing the markup calculated from:

(Sell Price - Cost) / Cost

 

Sales Margin%: Display only field showing the margin calculated from:

(Sell Price - Cost) / Sell Price

 

Price is changed with Cost, Markup or Margin: This is prefilled with the settings defined in Job Rules but you can amend it here and make it specific to this line.   If it is checked then the previous three fields can be amended.  When the Margin or Markup ratios are amended they will recalculate the Sell price based on the current cost.  If the Cost is amended then the Sell Price will change using the current Margin/Markup.

 

Content Cost Rollup: This will display if the line is a Kitset or Task Bill.  If this is checked then any changes to the Kitset or Task Bill content will immediately be applied to the Order Line Costs.

 

Content Price Rollup : This will display if the line is a Kitset or Task Bill. Tick this box if the price is to be calculated from the contents that make up this line.

 

Instructions

 

Job Line: You can enter unlimited amount of Notes that are related to this Job Line.  These notes will be available wherever the Line is reported.  Whenever you click on this field an icon will appear in the top-right.  By clicking on this Icon you can bring up the Frequently Used Text table.  Select the text to be copied and either press the OK Button in that screen or double-click the selected record.

 

Invoice Line: You can enter unlimited amount of Notes that are related to this Job Line.  These notes will be available wherever the Order Invoice Line is reported.  Whenever you click on this field an icon will appear in the top-right.  By clicking on this Icon you can bring up the Frequently Used Text table.  Select the text to be copied and either press the OK Button in that screen or double-click the selected record.

 

 

Line Source Tab

 

The Line Source tells you from where the line is to be supplied.  The options are ‘Source on Demand’ or - for Inventory Item only - ‘Supply from Stock’.  If the Supply Method is ‘Source on Demand’ the actual Supply Order (Assembly Order or Purchase Order) is also displayed if an order has been placed. 

If you decide to split the Source of Supply to (say) partially ‘Supply from Stock’, plus partially ‘Supply on Demand’ from one Supplier and the remainder ‘Supply on Demand’ from another Supplier then you can achieve all this via this screen.

To split an existing Line Source click on the ‘Add’ Button.  This will add a new line and display a button ‘Edit Source Quantities’.   Clicking on this button brings up a separate panel for re-allocation of quantities.

 

Supply Method: For Descriptors, Catalogue Items, Labour and Kitsets this can only be ‘Supply On Demand’.  For Items Codes select the Supply Method from the drop-down list.  The options are Supply on Demand or Supply from Stock.

 

Sourced By: Shows how this Line is to be provided.  The options are Internal or Purchasing

 

Source Qty: This is the quantity that is allocated to this Source reference.

 

Supplier: The Supplier if this Item, Catalogue Item, Labour or Descriptor.  You can amend the Supplier if the next field does not have an Order Number held against it.  To amend the Supplier click on the drop-down icon and select the Supplier from the list

 

Supply Order Number: If the Supply Method is ‘Source on Demand’ and the Sourced By is ‘Purchased’ then this is filled with the Purchase Order that has been raised to cover the demand.  You have the option to 'Right Mouse' and view the Supply Order

 

If the line item is Sourced on Demand, then the following values will be automatically updated and displayed:

       Purchase Order Qty

       Purchase Receipt Qty

       Purchase Invoice Qty

       Assembly Order Qty

       Assembly Receipt Qty

 

 

 

Button

 

Edit Source Quantities: This button appears when the ‘Add’ button is selected.  The ‘Add’ button also creates a new line in the ‘Line Source Tab’ screen.  You should complete the ’Supply Method’ and ‘Sourced By’ fields in the new record before selecting this button.  When you click on this button a panel is presented showing the following fields

Source Qty: Amend the quantities as required.  The sum of the quantities must equal the total line quantity before you can exit this panel.

Supply Method: Display only field showing the Supply Method as entered in the Line Source Tab

Sourced By: Display only field showing the Source as entered in the Line Source Tab

Supplier: Display only field showing the Supplier as entered in the Line Source Tab

Purchase Order Number: Display only field showing the PO Number as entered in the Line Source Tab

 

Line Properties Tab

 

Any specific property values for the Item, Descriptor, Kitset, Labour, or Catalogue Item can be viewed here.  For example: A ‘property’ against an Item could be ‘Voltage’ and the specific value entered against the Item Master is ‘240 Volts’.  You also have the option to add properties by clicking on the ‘Add’ button.  The cursor will go to a new line for entry of the property as follows:

 

Property: From the drop-down list select the Property.

 

Value: Enter the specific value relating to this Property.

 

Copy to Invoice: Tick this box if the property is to be copied to the invoice.

 

Buttons

 

When in this panel you can use the Add, Save, Cancel and Delete Buttons as follows

Add: The cursor will go to a new line for entry of a new Line Property Value.

Save: This will save the current data without exiting the screen

Cancel: Any changes made since the line record was accessed or the last time the ‘Save’ Button was pressed will be lost.

Delete: This will delete the current highlighted Line Property record.

 

 

Planned Variants Tab

 

This panel will only be visible against Items with Variants (example Colour, Size, etc).  This shows which variants are planned for this Job Line.  The displayed fields are:

 

Quantity: The quantity planned for this variant.  The sum of these quantities cannot exceed the Sales Order Line quantity.

 

Variant: All Variant fields applicable to this Item are displayed.  Any unique combination of variants will be displayed in its own line.

 

Buttons

 

When in this panel you can use the Add, Save, Cancel and Delete Buttons as follows

Add: The cursor will go to a new line for entry of a new Planned Variant.

Save: This will save the current data without exiting the screen

Cancel: Any changes made since the line record was accessed or the last time the ‘Save’ Button was pressed will be lost.

Delete: This will delete the current highlighted Planned Variant record.

 

Actual Issue Tab

 

This enables issuing against this Line.  The screen layout varies dependent upon the Line Type being issued as follows:

 

Line Type ‘Item Code’

 

Line Type ‘Descriptor Code’, ‘Catalogue Code’

 

Line Type ‘Kitset Code’

 

Line Type ‘Labour Code’

 

** Note:  If the Item, Descriptor, or Catalogue Code has had an Actual Issue made against it then you have the option to move the Actual Issue to another Job Order by clicking the right-mouse and selecting 'Move Actual to another Job'. 

It should be noted that if the Issue being moved relates to an Item Code, that code will be moved back to inventory at the original Job Issue cost, however when Ostendo re-issues it to the new Job Order, the item will be issued at the 'current' Average Cost (or Standard Cost depending upon the Inventory Valuation method)

 

Kit Contents Tab

 

When a Kitset is copied to the Job Line its content is shown here.  It can be amended as required.  You should note that the sell price if this line can vary according to the Sell Price Settings defined against the Kitset Header record.

 

Line Number: The Kitset Lines are printed in Line Number sequence.  Upon creation of a new line the program will increment the previous line by 10.  You can amend this as required.

Component Type:  Select the Component Type from the drop-down list.  The options are:

Component Code: From the drop-down list select the code.   The drop-down list displays the codes relating to the selection made in the Component Type field

Description: The description is copied from the Item or Descriptor record.  It may be amended here and made specific to this List.

Unit: The base unit is copied from the Item or Descriptor.   If it is an Item that has multiple Units then an alternate Unit may be selected from the drop-down list.

Qty Per: Enter a default quantity to be used.  If nothing is entered here then 1 is assumed.

Qty Required: Extended quantity calculated from Qty per Kit multiplied by number of kits required.

Qty Issued: Display only field showing the quantity issued against this Kitset Line.

Planned Unit Cost: Display only field showing the planned cost per unit of this Kitset Line.

Actual Unit Cost: Display only field showing the current actual cost per unit of this Kitset Line

Per Line Std Price: This shows the Sell Price of this Kitset Line.  It can be amended here if required.   This field is for reference only and can be printed on documents.  It does not, however, affect the Kitset Sell Price

Extended Rqd Std Price: Display only field showing the Planned Extended Price for this Kitset Line

Extended Issued Std Price: Display only field showing the Planned Extended Price for  item actually issued to this Kitset Line

 

 

Buttons

 

When in this panel you can use the Add, Save, Cancel and Delete Buttons as follows

Add: The cursor will go to a new line for entry of a new Kitset Component.

Save: This will save the current data without exiting the screen

Cancel: Any changes made since the line record was accessed or the last time the ‘Save’ Button was pressed will be lost.

Delete: This will delete the current highlighted Kitset Component record.

 

Task Bill Contents Tab

 

When a Task Bill is copied to the Job Line its content is shown here.   The content is displayed in the following sub-tabs and can be amended as required. 

 

Task Bill Lines

Line Number: Task Bill Lines are printed in Line Number sequence.  Upon creation of a new line the program will increment the previous line by 10.  You can amend this as required.

Component Type:  From the drop-down list select the Component Line Type.  The options are:

Code: From the drop-down list select the specific component code.  The list will show details relating to the Component Type option selected.

Description: Display only field showing the description of the Code taken from the Item, Descriptor, or Labour record

Unit: Prefilled with the Unit held against the Code.   If the Line Type is ‘Item Code’ and the selected Item has multiple Units of Measure then you can select the specific Unit from the drop-down list

Quantity Per: Prefilled with the Quantity per single Task Bill.   This can be amended here if required.

Quantity Required: Prefilled with the Quantity per Task Bill multiplied by the Task Bill Quantity used in this Job.   This can be amended here if required.

Quantity Issued: System maintained field showing the quantity already issued against this Task Bill Line

Planned Unit Cost: Display only field showing the Planned Cost per Unit for each Line in the Task Bill.

Actual Unit Cost: Display only field showing the Actual Cost per Unit for each Line in the Task Bill.

Per Line Std Price: This shows the Sell Price of this Task Bill Line.  It can be amended here if required.   This field is for reference only and can be printed on documents.  It does not, however, affect the Task Bill Sell Price

Extended Rqd Std Price: Display only field showing the Planned Extended Price for this Task Bill Line

Extended Issued Std Price: Display only field showing the Planned Extended Price for items actually issued to this Task Bill Line

 

Task Bill Line Source

The Line Source tells you from where the line is to be supplied.  The options are ‘Source on Demand’ or - for Inventory Item only - ‘Supply from Stock’.  If the Supply Method is ‘Source on Demand’ the actual Supply Order (Assembly Order or Purchase Order) is also displayed if an order has been placed. 

Supply Method: For Descriptors, Catalogue Items, Labour and Kitsets this can only be ‘Supply On Demand’.  For Items Codes select the Supply Method from the drop-down list.  The options are Supply on Demand or Supply from Stock.

Sourced By: Shows how this Line is to be provided.  The options are Internal or Purchasing

Source Qty: This is the quantity that is allocated to this Source reference.

Supplier: The Supplier if this Item, Catalogue Item, Labour or Descriptor.  You can amend the Supplier if the next field does not have an Order Number held against it.  To amend the Supplier click on the drop-down icon and select the Supplier from the list

Purchase Order Number: If the Supply Method is ‘Source on Demand’ and the Sourced By is ‘Purchased’ then this is filled with the Purchase Order that has been raised to cover the demand.

 

Task Bill Line Properties

Any specific property values for the Item, Descriptor, Kitset, Labour, or Catalogue Item can be viewed here.  For example: A ‘property’ against an Item could be ‘Voltage’ and the specific value entered against the Item Master is ‘240 Volts’.  You also have the option to add properties by clicking on the ‘Add’ button.  The cursor will go to a new line for entry of the property as follows:

Property: From the drop-down list select the Property.

Value: Enter the specific value relating to this Property.

 

Task Bill Line Warranty

This enables you to adjust current Warranty records that may exist against this Line;

Warranty Code: From the drop-down list select the Warranty Code that you are adding to this Job order Line.

Description: Description of the Warranty Code taken from the warranty record

Term: Duration of the ‘Time Unit’ taken from the warranty record

Time Unit: Days or Months Time Unit taken from the warranty record

 

 

Warranty Tab

 

This enables you to adjust current Warranty records that may exist against this Line;

 

Warranty Code: From the drop-down list select the Warranty Code that you are adding to this Job order Line.

 

Description: Description of the Warranty Code taken from the warranty record

 

Term: Duration of the ‘Time Unit’ taken from the warranty record

 

Time Unit: Days or Months Time Unit taken from the warranty record

 

Buttons

 

When in this panel you can use the Add, Save, Cancel and Delete Buttons as follows

Add: The cursor will go to a new line for entry of a new Warranty Record.

Save: This will save the current data without exiting the screen

Cancel: Any changes made since the line record was accessed or the last time the ‘Save’ Button was pressed will be lost.

Delete: This will delete the current highlighted Warranty Record.

 

Dimensions Tab

 

If the ‘Display Dimensions’ field in Job Rules is ‘checked’ then this tab will be displayed.  It contains the following fields that apply to the Job Line

 

Entry and Display fields

 

Unit Weight: This is prefilled with the Unit Weight as held against the Item, Descriptor or Catalogue Code record.  It can be amended here and made specific to this Order Line.

 

Unit Volume: This is prefilled with the Unit Volume as held against the Item, Descriptor or Catalogue Code record.  It can be amended here and made specific to this Order Line.

 

Unit Area: This is prefilled with the Unit Area as held against the Item, Descriptor or Catalogue Code record.  It can be amended here and made specific to this Order Line.

 

Planned Order Weight: A display only field calculated from the Order Line Planned Quantity multiplied by the above ‘Unit Weight’.

 

Planned Order Volume: A display only field calculated from the Order Line Planned Quantity multiplied by the above ‘Unit Volume’.

 

Planned Order Area: A display only field calculated from the Order Line Planned Quantity multiplied by the above ‘Unit Area’.

 

Actual Order Weight: A display only field calculated from the Order Line Actual Quantity multiplied by the above ‘Unit Weight’.

 

Actual Order Volume: A display only field calculated from the Order Line Actual Quantity multiplied by the above ‘Unit Volume’.

 

Actual Order Area: A display only field calculated from the Order Line Actual Quantity multiplied by the above ‘Unit Area’.

 

Order History Tab

 

This shows the Customer's Order History of the Item, Descriptor or Labour Code

 

Order Date: This is a display only field showing the date held against the Order Line

 

Status: This is a display only field showing the current status of the Order

 

Order Number: This is a display only field showing the Order Number that contained this Item/Descriptor Code

 

Qty: This is a display only field showing the quantity ordered in this Order Number

 

Unit: This is a display only field showing the Unit of Measure held against this Order Number

 

Unit Price: This is a display only field showing the Unit Price charged in this order

 

Additional Fields Tab

 

If you have defined Additional Fields against the Job Line (created via System Configuration>Additional Fields) then an addition tab will be presented which, when selected, will display the available fields.  Enter information in line with the available field formats:

 

 

Buttons

 

Close: This will close the Job Order screen.  If you have any unsaved data then you will be asked if you wish to save it before the screen is closed.

 

Add: Adds a line relative to the displayed ‘Tab’ in the lower part of this screen

 

Save: This will save the current data without exiting the screen

 

Cancel: Any changes made since the screen was opened or the last time the ‘Save’ Button was pressed will be lost.

 

Delete: Deletes a line relative to the displayed ‘Tab’ in the lower part of this screen

 

Related: This will bring up a list of functions that are related to the Job Order.  You may open and maintain information in those screens whilst still remaining in the Job Order screen.

 

Reports: This will bring up a list of Reports that are related to the Job Order.  You can immediately run the report whilst still remaining in the Job Order screen.

 

Print: This will allow you to generate and print the current Job Order

Job Invoices: Only displayed if the Job is an 'Order' (I.e. not a Quote). When clicked this will take you to the Job Invoices screen for maintenance of Invoices against this Job. For more details see ‘Job Invoices’ in this guide.

Set Current: Only displayed if the Job is a 'Quote' and the Quote is an earlier Revision of the current Quote. Clicking this button will change the current 'Non Current' status of the Quote to a 'Current' status and will also revert the existing 'Current' status Quote to 'Non Current'