Financial control > Tracking financial information > Jobs
Jobs
Jobs can be set up to track income and expenses related to specific jobs. This is particularly useful when multiple jobs are performed for a single customer. When you enter a transaction, a single job or multiple jobs can be assigned to each individual amount. This enables you to associate several jobs with the various amounts in a single transaction.
For example, if a purchase includes parts for three customers, you could specify each of the three jobs to which that purchase relates. A profit and loss statement can then be prepared for each job and actual results can be compared with budgeted values by producing a Jobs Budget Analysis report.
Similarly, sub-jobs allow you to track individual jobs that form part of a larger job. For example, if you are a graphic designer working on a number of print and multimedia deliverables for your client, you could use sub-jobs to track the individual deliverables: website design, business cards production and brochure layout.
You can also customize your jobs by selecting the Details tab of the Job Information window. Custom lists and fields contain information that can be used as additional sorting tools and report filters.
Jobs and sub-jobs
You can keep a detailed record of your jobs and sub-jobs. If you intend to use sub-jobs, you will first need to create jobs, to which you can later assign sub-jobs.
Job types
There are two types of jobs, header and detail.
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Header jobs total associated detail jobs (including detail sub-jobs). You cannot assign transactions to header jobs.
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Detail jobs are assigned to transactions to track income, costs and expenses.
Note that sub-jobs can be either a detail or header type job.
Specific job-tracking tasks include:
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organizing jobs in a hierarchy
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setting budgets for each job
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linking jobs to specific customers
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assigning jobs to individual line items on transactions
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tracking reimbursable expenses for your jobs
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preparing invoices to reimburse job expenses
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analyzing profit and loss of a job.
To create a header job
1
Go to the Lists menu and choose Jobs. The Jobs List window appears.
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Click New. The Job Information window appears.
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Select Header Job and enter a job number, name, and description.
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If you want to create this job as a sub-job of another header job, type or make a selection from the Sub-job Of field.
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Enter all information specific to this job.
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Click OK. The header job appears in the Jobs List window.
To create a detail job
1
Go to the Lists menu and choose Jobs. The Jobs List window appears.
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Click New. The Job Information window appears.
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Select Detail Job.
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In the Job Number field, type a code for the job and press Tab.
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Enter additional information about the job, such as a job name, description, promise, start and finish dates.
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If you are creating a sub-job, select a header job in the Sub-job Of list. Note, you can only assign detail jobs to header jobs, not to other detail jobs.
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If you want to link the job to a customer, type or select a customer in the Linked Customer field. This is useful if you intend to seek reimbursement for goods and services purchased on the customer’s behalf.
You can view details of all jobs linked to a customer in the Jobs tab of the customer’s card.
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Click OK. The Jobs List window reappears.
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Review the hierarchy of jobs you have created. If you need to change the details of a job, select the job and click Edit.
To enter job opening balances
If you started using your AccountEdge software while a particular job was in progress, you can create the job and then enter any account activity generated by the job so far in the Job Opening Balances window.
You can enter opening balances only for detail jobs. Header jobs take their balances from the detail jobs below them.
1
Go to the Setup menu, choose Balances, then Job Opening Balances. The Job Opening Balances window appears.
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In the Job Number field, type or select the job number of the job for which you want to enter an opening balance and press Tab.
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In the Opening Balances column, type the opening balance for the job.
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Repeat from step 2 for each job with an opening balance.
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Click OK when you have finished.
To enter budget amounts for jobs
You can enter budget amounts for any detail job. The budget information you enter for each job is used to help you assess your progress on a particular job and to determine the job’s effect on the state of your business. The amounts you enter will be assigned to accounts in your accounts list for comparison purposes.
Once you begin recording transactions for the job, you will be able to print the Jobs Budget Analysis report to see a comparison of the actual amounts and the amounts you have budgeted for the job.
1
Go to the Lists menu and choose Jobs. The Jobs List window appears.
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Select the detail job for which you want to enter budgets.
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Click Budget Analysis tab.
Your company’s income, cost of sales, expense, other income, and other expense accounts appear in the scrolling list. Click the ‘+’ or ‘-’ symbol to increase or decrease to view the hierarchy of accounts.
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In the Budgets column, type the amounts you’ve budgeted for specific accounts for this job.
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Click OK to save changes and close this window.
To track job transactions and job activity slips
1
Go to the Lists menu and choose Jobs. The Jobs List window appears.
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Select the detail job you want to track the transactions or activity slips for.
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Click the Transactions or Activity Slips tab.
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Enter the date range or use the calendar icon to enter each date.
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Select either detail or summary view. Different information is displayed depending on the view selected.
Select Detail to view each individual line allocated to the job. No Quotes or Orders will display in this view.
Select Summary to view a one-line invoice summary. Sales and Purchases Quotes and Orders will display.
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Click the Filters button, the Transactions tab only, to search using more detailed criteria.
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Click Print to print the Job Transactions Summary or Details or Job Activity Slips reports.
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Click OK to close the window.
Related topics
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Tracking financial information
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Tracking reimbursable expenses
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Accounts
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Categories
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Customizing Jobs
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Departments
Customizing Jobs
You can easily customize your jobs by using custom lists and fields as well as job status’.
Creating custom lists gives you additional filters to sort reports.You can use custom fields to add specific information for each job. For example, if you label a custom field Specific Instructions you can add instructions for that job to tell your employees working on the job that they can only use the side entrance of the building to enter and exit. Another example can be for Access Codes. Enter the specific access code to set the alarm when leaving the job. These are only a few examples. Although custom fields cannot be used as report filters they can be used for many other details pertaining to the job.
Job Status is a report field that can be added to a report by customizing a job report. This can give easy access when reporting financial information to the bank when applying for a loan. Current or active jobs can represent potential continual income as long as the job lasts.
To name a job custom lists and field names
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Go to the Lists menu and select Custom Lists & Field Names then select Jobs from the drop down menu. The Custom Lists and Field Names window appears.
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The Job tab is selected, enter the names for each of the custom lists and fields you want to use.
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Click OK to close the window. The names for the lists you have entered will now appear in the Job Details tab of the Job Information window.
To create a custom list entry
1
Go to the Lists menu and select Custom Lists then select Jobs. The Custom Lists window appears.
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Select the Custom List for which you want to create and entry.
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Click New. The Edit Custom List window appears.
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Enter the custom list entry’s name and then click OK. The entry appears in the Custom Lists window.
To assign a custom list and enter custom fields to a job
1
Go to the Lists menu and select Jobs. The Jobs List window appears.
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Select the job you want to customize and click Edit. The Job Information window appears.
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Click the Details tab.
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Select from the list entry’s applicable to this job.
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Enter specific information relating to the field.
note : Custom Lists and Fields
A custom list can be used to filter a report, however a field can only be referenced and cannot be used to filter a report.
To create a job status
1
Go to the Lists menu and select Job Status. The Job Status List window appears.
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Click New to open the Edit Job Status window.
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Enter the name of the Job Status.
note : Entering multiple job status
If you have several job status to enter at one time, click the New button after entering the status. This will keep the Edit Job Status window open.
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Click OK to accept the change and close the window.
To assign a job status to a job
1
Go to the List menu and select Job. The Job List window appears.
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Select either a Header Job or a Detail Job and click Edit. The Job Information window appears.
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Click the Job Status field. The Select from List window appears.
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Select the status applicable to the current state of the job.
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Click OK to close the window.
Related topics
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Tracking financial information
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Tracking reimbursable expenses
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Accounts
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Categories
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Jobs
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Departments

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