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Job Rules

This screen allows you to maintain Job Rules.  Job Rules allow you to define what rules, within the Job Order area, you wish to apply.  The following rule settings are available

 

Entry and Display fields

 

Show Add-On Sales Message: ‘Check’ this checkbox if you would like the Job Lines entry panel to show when an Item has ‘Add-On’ Sales associated with it.

 

Show Stock Warning Message: ‘Check’ this checkbox if you would like the Job Lines entry panel to show when an Item has insufficient stock to satisfy the line being created.

 

Planned Item Cost Method: From the drop-down list select the method by which costs should be used for stock Items.  The options are:

 

Planned Descriptor Cost Method: From the drop-down list select the method by which costs should be used for Descriptors.  The options are:

 

Planned Labour Cost Method: From the drop-down list select the method by which costs should be used for Labour.  The options are:

 

Planned Kitset Cost Method: From the drop-down list select the method by which costs should be used for Kitsets.  The options are:

 

Planned Task Bill Cost Method: From the drop-down list select the method by which costs should be used for Task Bills.  The options are:

 

Default Duration Scale: From the drop-down list select the default time elements that will prefill Job Screens.  You may still amend the time element in the specific Job.  The options are:

 

Default Estimated Duration: Enter a number of Minutes or Hours that will prefill Job Screens.  You may still amend the duration in the specific Job. 

 

Completion Unit Cost Tolerance: Enter a percentage tolerance by which the Job Values routine can assume that the Task or Job is complete.

 

Completion Estimating Level: From the drop-down list select the level at which you wish to apply a user estimate of completion.  The options are Task Level or Job Level.  The Task Level will provide a more accurate assessment of projected Job Costs but will incur more detailed input.

 

Invoice Approvals: ‘Check’ this checkbox if you wish to include Invoice Approvals into the Invoicing Process.  I.e.

 

Job Issue Approvals: ‘Check’ this checkbox if you wish to include Job Issue Approvals into the Job Issue Process.  I.e.

 

Quote Expiry Days: Enter the number of days that a Quotation will remain valid.  When creating a Job Quote this number of days will be added to the Quote Creation date to arrive at a Quote Expiry date.

 

Default Job Type: From the drop-down list select the Job Type that will be used whenever a Job Order is being created.  Job Order Types are maintained via Jobs>Settings>Job Types.

 

How to post non-charge costs: From the drop-down list select the method by which you wish to post costs for 'actual' bookings that are not to be included in an Invoice.  The options are:

 

New Order Start Tab: From the drop-down list select the preferred tab that will appear when creating a Job Order.  The options are:

Detail: shows the Customer information for confirmation and amendment

Lines: Goes straight to Job Order Line entry .  You can still click on the Detail tab if you wish to amend the Customer and Order Header information

 

Required Date Lead Time: Whenever a new order is created the ‘Required Date’ shown on the order creation screen will be calculated from the System Date plus this Leadtime.  Of course the date can be amended during Order creation if required.

 

Default Order Line Type: From the drop-down list select the Job Order Line Type that will be used as the default to prefill the Order Line entry screen.   The options available are:

 

Default Quote Header Notes: From the drop-down list select the name of the ‘Frequently Used Text’ whose Text/Phrase will prefill a Job Quote Header.  You can amend the Text/Phase in the Job Quote Header, if required, and make the text specific to that Order.  You can maintain Frequently Used Text by going into General>Frequently Used Text

 

Default Quote Footer Notes: From the drop-down list select the name of the ‘Frequently Used Text’ whose Text/Phrase will prefill a Job Quote Footer.  You can amend the Text/Phase in the Job Quote Footer, if required, and make the text specific to that Order.  You can maintain Frequently Used Text by going into General>Frequently Used Text

 

Default Quote Style: From the drop-down list select Quote Style that will be used as the default.  The options are:

Formal: Standard style quote showing Job Order Lines

Letter: Letter Style showing descriptive narrative and single Quoted Price

User: Populated with the ‘Formal’ style fields for you to amend as required

You can amend the Default Quote Style in the Job Quote Header and make it specific to that Order.

 

Default Quote Print Lines: From the drop-down list select the Default Print Line format.  Two options are available from the drop-down list:

Print Detail Lines: All the Lines in the Quotation will be printed

Print Single Line: The text in the next field will be printed

You can amend the Default Quote Print Lines in the Job Quote Header and make it specific to that Order.

 

Default Quote Line Description: Enter a short description that will become the default description when creating a Quote against a Job.  You can amend the Default Quote Line Description in the Job Quote and make it specific to that Order.

 

Order Speed Entry: If this is 'checked' then, on the Job Order Lines screen, a new entry is available under the ‘Related’ button called ‘Set Speed Order Entry'.  This will show all the fields that are in the lower part of the Order Line screen.  You can ‘check’ those fields that you want to enter data into.  When entering a line the cursor will go to the selected field(s) when the ‘Enter’ key is pressed.  NOTE: In the Speed Entry Screen you can also define the ‘tab order’ by dragging the field and moving it further up or down the list.

 

Display Dimensions: If this is ‘checked’ then the Job Order will show Weight, Volume, and Area against each Order Line plus summated values at the Order Header level

 

Use Line Cost for Purchase: If this is ‘checked’ then if the Unit Cost is amended in a Job Line then that Cost is used as the Purchase Buy Price rather than the pre-defined Buy Price against the Item or Descriptor

 

Default Price Changed with Cost: On the Job Lines screen a checkbox is available that defines if Price is changed with Cost, Margin or Markup.   This field sets the default to whether it is 'checked' or not

 

Allow Printing for Planned Status: If this is 'checked' then the Job Sheet can be printed when the Order status is 'Planned'.  If it is not 'checked' then you must change the Order Status away from 'Planned' before printing is allowed.

 

Job WIP Variance Reporting Style:  If a Job’s status is changed to ‘Closed’ then any residual costs for that Job remaining in Work In Progress will be posted to the Cost Centre defined by this Rule.  The options are:

 

Optional Credit Blocking: By default Ostendo will allow you to complete the current Order  but place the order ‘On Hold’ when the Credit Limit has been exceeded.  You are then NOT allowed to create additional Orders.   If this flag is set then you can create additional Orders and they will also be placed ‘On Hold’.  The status of ‘On Hold’ will prevent picking or delivery

 

Schedule Price Style:  This applies to ‘From Schedule’ Invoice Style Jobs only and defines the way in which current scheduled Invoices are affected when additional Lines (example - Variations) are subsequently added to the Job.  From the drop-down list select the preferred option.  These are:

Fixed Percent: The Planned Percentage values held against the current Scheduled Invoices is not amended and the monetary amount of the additional Line is apportioned across these Planned Invoices by this Planned Percentage value

Fixed Value: The Planned Monetary amount held against the current Scheduled Invoices is not amended and the monetary amount of the additional Line is displayed in the ‘Unscheduled Job Value’ field.  You would then be required to either create a new Scheduled Invoice for this amount and/or apportion it across the current Scheduled Invoices

 

Create PO Receipts from Job Issues:  If this is 'Checked' then whenever an issue is made against a Job Line that has a Line Source of 'Source on Demand' and is Purchased then, Ostendo will also create a PO Receipt record from the Supplier defined against this Line Source record.  If this is not 'Checked' then the Receipt record will not be automatically created and this action must be carried out manually via screen Purchasing>Purchase Receipts

 

Use Line Notes for Purchase:  If this is 'Checked' then the Notes held against this Job Order Line will be copied to the generated Purchase Order Line.

 

Touch Pad File Name: Click on the three dots icon and locate the .dat file that is to be used for entry of Order Lines via a screen with Touch Pad facilities.  The .dat file is created via the Ostendo Graphical Editor.

 

Auto Update Current Task on Issues:  If this is 'checked' then any issues are entered for an order, the task associated with that issue is checked against the ‘Current Task’ held in the Job header, and if it is a later task (based on sequence number) it automatically updates that to become the "Current Task" for the Job.

 

Job Invoice Numbering:  From the drop-down list select the Job Invoice Numbering option.  This can be either:

Automatic: The auto numbering sequence defined in the System Numbering tab of File>System Configuration>System Settings

Manual:The default pre-fill is constructed from the Job Number PLUS a suffix indicating the number of Invoices created for the Job

 

Quote Followup required: 'Check' this checkbox if you require a Quote Followup.This rule combined with the next rule (Followup days from Quote Date) creates a follow-up email (if activated in Email Services) and queue services is running. 

 

Followup Days from Quote date: Enter the number of days from the Quote Date when you want to trigger a Followup Email.

 

Invoice Schedule Posting Style: This is used with Scheduled Invoices only and defines the exact Cost Centres (ledger codes) posted to.  An extra tab (Cost Centre Mapping) appears on the 'Invoices' screen in Job Invoices which is automatically populated via one of the following three rules which is selected here from the drop-down list.

Standard: Defaults both Cost Centres based on the Sales Mapping Matrix rules for the Descriptor Code used in the Scheduled Invoice record

Job Type Posting Template: Uses the Cost Centres and their ratio’s defined in the new ‘Job Type Posting Template’ screen

Job Lines Sales Mapping: Determines the Cost Centres and their ratio’s from the Lines in the Job Order and the Sales Mapping Matrix rules associated with each

Job Actuals Sales Mapping: Determines the Cost Centres and their ratio’s from the Actual Issued Lines in the Job Order and the Sales Mapping Matrix rules associated with each issued job line. Each subsequent claim re-generates an adjusted Ratio based on the total invoicing to date for that job. (See below for a fuller explanation and illustration).

 

Invoice Schedule Posting Style - ‘Job Actuals Sales Mapping’

 

Determines the Cost Centres and their ratio’s from the Actual Issued Lines in the Job Order and the Sales Mapping Matrix rules associated with each issued job line. Each subsequent claim re-generates an adjusted Ratio based on the total invoicing to date for that job.

 

This is typically used for Fixed Priced type work, where we wish to reflect the COS and Revenue entries based on the Actual Issues and Prices of the job lines. (eg: Labour Value Vs Material Value to be posted in the financials against their respective GL accounts.)

 

 

Example Tutorial:

 

Let’s say a job consists of two lines. One line has a Labour Code (Item ‘A’) and the other an Item Code (‘Item ‘B’) linked to their respective Categories. Each of these categories have Sales Mapping Matrix rules setup to determine the Revenue and COS Cost Centres.

 

When Item ‘A’ is invoiced the matrix will:

DR Cost Centre ‘COS-LABOUR’

CR Cost Centre ‘INC-LABOUR’

 

When Item ‘B’ is invoiced the matrix will:

       DR Cost Centre ‘COS-GENERAL’

       CR Cost Centre ‘INC-GENERAL’

 

Now create a Schedule Type Job with a Fixed Price of say $10,000

 

Insert Item A with a Unit Sell Price of $55.00

Insert Item B with a Unit Sell Price of $500.00

 

Issue a Qty of 5 against Item A with an Actual Unit Cost of $41.00

Issue a Qty of 3 against Item B with an Actual Unit Cost of $140.00

 

Summary:

       Item ‘A’ Total Ext Price        =        Act Qty * Unit Price (5 * $55 = $275)

Item ‘A’ Total Act Costs        =        Act Qty * Act Unit Cost (5 * $41 = $205.00)

       

       Item ‘B’ Total Ext Price        =        Act Qty * Unit Price (3 * $500 = $1500)

Item ‘B’ Total Act Costs        =        Act Qty * Act Unit Cost (3 x $140 = $420)

 

Now create a progress claim of $2000.00

 

Ostendo will ratio the costs and revenue based on the items that have been issued on the job. (These ratios can be seen on the Job Invoices, Cost Centre Mapping Tab

 

Eg:

 

Item ‘A’ Ratio:

Item ‘A’ Ext Total Ext Price / Total Ext Price of all issued lines * 100

 

$275 / ($275 + $1500) * 100 = 15.493

 

Item ‘B’ Ratio:

Item ‘B’ Ext Total Ext Price / Total Ext Price of all issued lines * 100

 

$1500 / ($275 + $1500) * 100 = 84.507

 

 

These ratios are now used to calculate the respective Cost Centre postings

 

COS-LABOUR = (Item ‘A’ Ratio * Total Ext Costs of all issued lines) / 100

 

               (15.493 * ($205 + $420)) / 100 = $96.83

 

INC-LABOUR = (Item ‘A’ Ratio * This Total Claim Amount) / 100

 

               (15.493 * $2000) / 100 = $309.86

 

 

COS-GENERAL = (Item ‘B’ Ratio * Total Ext Costs of all issued lines) / 100

 

               (84.507 * ($205 + $420)) / 100 = $528.17

 

INC-GENERAL = (Item ‘B’ Ratio * This Total Claim Amount) / 100

 

               (84.507 * $2000) / 100 = $1690.14

 

 

It should be noted that future issues will potentially alter the overall mix of ratios, therefore there could be some instances where negative ratios will be generated on subsequent claims simply because the overall invoiced proportions of the job need to be re-adjusted.

 

Whilst individual ratios may seem odd at times the overall totals for the job will be reflective of actual issues to date.

 

 

Refresh Invoice Schedule Posting Cost Centres on Invoice Creation: If this is 'checked' then, upon creation of an Invoice the Posting Cost Centres (see previous Rule 'Invoice Schedule Posting Style') will be refreshed.

 

Make a Copy of Converted Quotes:  If this is 'checked' then a copy of the quote is made at the time it’s converted to an order.  It suffixes the quote number with a ‘@99’ – where the 99 indicates the quote revision number.

 

Allow Costs to be posted to Quotes:  If this is 'checked' then costs may be entered against Job Quotes (Note: only for standard Job Lines, not Task Bills).  This will also allow Job Quotes to be selected from within Timesheets. The costs are immediately posted to the cost centre as defined in the Sales Mapping Matrix and are flagged as Non-Charge

 

Default Job Close Date:  Select either "Last Transaction Date" or "Actual Close Date". With this selection you can set the default Job Close date to be either the date of the last transaction applied to the job or the date the job was actually closed.

 

Job Delivery Default Issue Mode:  Select the default issue mode for Job Delivery - ISSUE, NO ISSUE, or NEVER ISSUE. The difference between "No Issue" and "Never Issue" is that you can still override "No Issue" (and change it to Issue) when creating Job Deliveries; but not "Never Issue".

 

Default Assign Style:  Select one of the following:

                       Standard Job                        -        This means the job will be removed from the "To-Be-Assigned" list in the Assignment Board once it is assigned to a resource on the board.

                       Continuous Job                -        This means the job is always available in Freeway app until it is Finished or Closed. It will not appear in the Assignment Board.

                       Continuous Assignment        -        This means the job will always remain on the "To-Be-Assigned" list in the Assignment Board, no matter how many times it has been assigned (so long as it is not Finished or Closed). 

Job Line Price Rolled-Up from Contents : Tick this box to set the default for Content Price Rollup in the Job lines screen. This is applicable only to Task Bill and Kitset lines.

 

Buttons

 

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

 

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

 

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