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Jim2® Business Engine Help File

create job list

 

The Job List is a very powerful function within Jim2. Lists are also one of the easiest features to master, and the most practical way of searching for information in Jim2. Users can define their own job responsibilities by creating lists that apply to their job function (for example, generate a list of all active jobs in a user's name, or use a status to find which jobs require action). Using job statuses, monitor how successful procedures are, or users perform.

 

Job lists can run live in the Nav Tree, and will be refreshed at regular intervals (depending on how many minutes are stipulated) as jobs are updated across the network. Name lists so they represent what is being searched for (ie. My Active Jobs). This helps if there are multiple lists running at the same time. A list of jobs can also be run by customer.

 

Quality

The Job List can collate information from jobs, stock, cardfiles, dates and status records in real time for cross reference, and also use archived data. Jim2 provides for searches on active and closed jobs by ticking the Active and/or Finish checkboxes. This monitors current and historical trends in relation to customers, users, stock and status. When using the Job List, Jim2 offers the unique ability to enter data into the fields to either search for or exclude data.

 

Using Groups can further refine searches. Double clicking on the word Group at the beginning of the Group field within the list header field will turn green to indicate that group selection is inverted. For example, select stock that is not in these groups.

 

Group OR

 

Tip

Some letters in the field names within the header are underlined, eg. Cust#. Using Alt+ the underlined letter will jump to the field beside that heading.

 

Info

Once a job has been invoiced, it will not appear in the Job List unless Inv'd is ticked (top right of header) and a Cust# or Name is entered.

 

Note: Active, Finished, Ready must be unticked, otherwise the following warning will appear:

 

invoiced warning

 

If customer, ship or Item details aren't showing in the list, go to Tools > Options > Jobs and tick these settings under Job List.

 

job list options

 

Tick Auto Pick Stock at the bottom, which will display the Availability % column within the list, showing what stock is or isn't available – a great time saver, as there is no need to go into the stock record to find out!

 

availability

 

The word FINISH in a Job List can be one of three colours:

Green means the job is finished but still active.

Red means the job is finished and has been set to ready to invoice.

Black means the job is finished and has been invoiced.

 

Filtering a Job List can be performed from either a standard list or using the Advance List selection. List or Advanced List can be selected at the bottom left of the Job List screen.

 

list advanced list

 

The Job List tab is the default. In this screen select fields and combinations of fields in the header to generate a Job List.

 

job list tab

 

This section explains the field headings in the Job List header.

 

Field

Explanation/Usage

Job#

Shows a list of jobs with the job number entered here, ie. only one job number will appear in the list.

Cust#

Shows all jobs being invoiced to a customer entered here. If this field is coloured light red, this means the customer is on credit hold.

 

When adding a job, a warning will pop up and the Cust# field will turn pale red. If the customer is placed on credit hold after jobs have been created, the field will change colour, however no warning will pop up.

Status

Shows all jobs on the job status entered here.

Name

Select a user's name or logged user, or leave blank to display a list of all jobs.

 

user group tags etc

 

Users can be filtered to include User Groups, Tags and Categories.

Cust Ref#

Shows all jobs with the customer reference number entered here.

From#

Shows all jobs from the customer entered here.

Priority

Displays jobs with the priority selected here.

Acc Mgr

Shows all jobs with the account manager code entered here.

 

user group tags etc

 

Users can be filtered to include User Groups, Tags and Categories.

Inv#

Shows jobs for the invoice number entered here.

Ship#

Shows all jobs being shipped to the customer entered here.

Type

Shows all jobs of the job type entered here, ie. Normal, etc.

Mode

Choose from Picking or Picked.

Item#

Shows all jobs with the Item code entered here.

Serial#

Shows all jobs with the Item serial number entered here.

Make

Shows all jobs with the Item make entered here.

Model

Shows all jobs with the Item model entered here.

Groups

Shows all jobs in the Item group(s) selected here.

Job Type

Ticked boxes will show all jobs of those types in the list, ie. Sale, Service, Manufacturing.

Active

Ticked shows all active jobs.

Finish

Ticked shows all finished jobs.

Ready

Ticked shows all jobs ready to invoice.

Inv'd

Ticked shows all jobs that have been invoiced. Active, Finish and Ready must be unticked and either a Cust# or Name must be selected, otherwise a warning will appear:

 

invoiced warning

Unread Email

Ticked shows all jobs with unread emails (they will show in bold text).

Reserved

Ticked shows all jobs with reserved stock.

Checkboxes:

Checkbox (Selected) Will only return results for what is ticked.

Checkbox (Unticked) Will not return results for any unticked boxes.

Checkbox (Partially Selected) Will return results for all of the above.

Projects

This area only relates to Projects, which are used by Managed Services and Managed Print Services Editions.

 

advanced job list

 

The Advanced List will allow searching by the following criteria, in combination with any of the other fields above:

 

Field

Explanation

Price Level

Price level, eg. Retail, Wholesale, etc.

Qte#

A quote number entered here will produce a list of all jobs related to that quote number.

Our Ref#

A reference number entered here will produce a list of all jobs with that number.

Currency

Shows all jobs using this currency.

Date In>

Shows all jobs that were added on or after the date added here.

Date In<

Shows all jobs that were added on or before the date added here.

Date Due>

Shows all jobs due on or after the date added here.

Date Due<

Shows all jobs due on or before the date added here.

Date Out>

Shows all jobs that were invoiced on or after the date added here.

Date Out<

Shows all jobs that were invoiced on or before the date added here.

Stock/Parts

Order#

Shows all jobs based on the order number entered here. This number relates to the line level PO# in the stock grid of the job:

 

po on job

 

Note: The PO# fields are automatically populated by Jim2. These fields cannot be edited.

Stock#

Shows all jobs using the stock code entered here. This relates to the stock code in the stock grid of the job.

 

stock code in job

Status

Shows all jobs using the status entered here. This relates to the line level status in the stock grid of a job.

 

status in job

 

Note: This line level status is either derived from the status in the job header, or manually entered at line level in the job.

Serial#

Shows all jobs using the serial number entered here – enter part of a serial number and it will bring up any that match. This relates to serial numbers selected within the Description area of the stock grid on the job.

Attributes

Shows all jobs using attributes entered here. This relates to attributes selected within the Description area of the stock grid on the job.

Cust Groups

Shows all jobs within the customer group(s) selected.

Ship Grp

Show all jobs within the ship group(s) selected.

Stock Grp

Show all jobs within the stock group(s) selected.

Source/Source Value

These fields will run the lists and any filters selected, ie. Scheduler, Website, Email, Mobile, B2Bin. These fields are only usable if the company is licensed to use eBusiness.

Zero Total

Choices are:

Blank – Do nothing.

Zero Total – Display all jobs that have a $0 Job Total (ignores stock lines).

Zero Total & Zero Lines Total – Display all jobs that have $0 Job Total and $0 Stock Lines Total.

Due within

Shows all jobs due within these days and hours.

Due within date

Choose from Status Due or Date Due to refine the list.

Status Overdue/Date Overdue

Tick to show, untick to hide, solid black box to show all. See below for more information.

 

Info

 

On the right-hand side of the Groups selection within the list is the wording ... OR. If selected this will change to &. This relates to how to use groups within the search. To select two groups and find things that are in both groups, use the & option. To search two groups and find anything that is in either one of those groups use the OR option. Double clicking on the word Groups at the beginning of the Groups field will turn the field green to indicate that group selection is inverted. For example, select jobs that are not in these groups.

 

Search results produce a list in a format that can be grouped even further. Dragging a column header to the grey area at the top of the list results table will allow sorting results by that column header. This is known as grouping. The grouping area is clearly identified.

 

drag joblist

 

To view or edit any of the jobs within the list, double click on any of the fields (or highlight and use the F2 function key) to open the job.

 

Date and Status Due Overdue filters

Using the overdue job filters, create lists to watch for any job that is overdue based on the due date and status due dates.

 

overdue

 

job list header fields

Not all fields are showing in this image

 

This section explains the field headings in the Job List. Refer to Lists for details on sorting, naming, grouping, etc.

 

job list grid

 

Field

Explanation

Pick

Tick the required boxes to display these stock codes in the Picking List report. If nothing is ticked, the Picking List report will be empty.

Job#

Job number.

Status

Job status.

Cust#

Customer card code.

Customer Name

The actual name of the customer.

Cust Ref#

Customer reference.

Item#

Item code.

Item Desc

Item description as specified in the Item code.

Item Make

The make as entered on the Item.

Serial#

Serial number (if applicable).

Date Due

Date estimated that job should be finished.

Time Due

Time estimated that job should be finished.

Name

User's name/initials.

Acc. Mgr

Customer's account manager.

Total Inc.

Invoice total including GST.

Total Ex.

Invoice total excluding GST.

Job Type

Type of job, ie. sales or service.

Type

Job Type as set up in Tools > Setups > Jobs > Job Type.

Inv#

Job mode, ie. active, reserved, etc.

Priority

Job priority, ie normal, urgent.

Quote#

Quote number, if this job was converted from a quote. This field may show Ex Job# if Show Quote # instead of Ex.Job# is unticked in Job Options. Ex Job# will show a previous linked job.

 

show quote

PriceLevel

Price level, ie. retail, wholesale, etc.

Tax Paid

Indicates whether tax is included or not (T = included, F = excluded).

TaxContent

Shows the total amount of tax included on the job.

Quote

Indicates whether there is a quote or not (T or F).

OurRef

Shows our reference number.

Status Date

Displays the date the status is due to change as set up in Tools > Options > Job.

Status Time

Displays the time the status is due to change as set up in Tools > Options > Job.

Date In

Date the job was entered into the system.

Time In

Time the job was entered into the system.

Date Out

Date the job was finished.

Labour

Shows the labour time used on the job.

Ex. Job#/Quote#

Displays the original job or quote number based on choices in Tools > Options > Job.

From#

Displays the customer who requested the job.

Ship#

Displays the shipping card code.

Ship Name

The name on the Ship cardfile.

Fault Description

Shows the information entered into this field on the job form.

Invoice Description

Shows the information entered into this field on the job form.

Customer Region

Displays the customer region group for the customer.

Ship Region

Displays the ship region group for the customer.

job list custom

Allows adding more columns. Also allows removal of columns. Select the column to add, then drag it to the position required in the columns within the grid. To remove, click and drag to the Grid Columns... window, or drag down away from the header area.

 

Tip

When viewing a job from a list, select the arrow in the quick access toolbar for the next/previous job in that list:

 

downarrow expl

 

Shortcut keys:

Ctrl+. moves to the next object in the list

Ctrl+, Moves to the previous object in the list

 

Meaning of colours in Job List: (this link will provide a more detailed explanation of text/background colours) :
 

Colour

Explanation

Green

Job is either still in progress or has been finished but not set to Ready.

Red

Job has been finished and set to Ready, waiting to be invoiced.

Black

Job has been finished and invoiced.

Job#: Yellow

Stock is on back order.

Cust#: Red

Customer either on credit hold, or payment overdue.

Full row Orange

Job has been on the same status for too long.

 

Right click options in the job list

rc jobs list

 

Info

The list of jobs needs to be the same job type, ie. sales, service or manufacturing. Jobs that are on a status of Finish, RAI.US or RAI.NR will not be updated.

 

Right Click Option

Function

View

View the highlighted job.

Edit

Edit the highlighted job.

Show Item details

Shows Item# and description details in the Job List grid.

Auto Pick Stock

Queries the list and indicates the availability of stock for each job in the list. This will show the Availability column. Tick Pick for those required to be picked.

 

autopic

Auto Create Purchase Orders

Allows for the auto-creation of purchase orders for the list of jobs.

 

autocreate po2

Change Jobs Status

This will change the status of all jobs in the list as outlined in this image.

 

change jobs status

 

Note: The Job List must have jobs of the same type, ie. Sales only.

 

It is also not possible to bulk change the status to CANCEL (even though it appears in the list), as there may be stock committed on jobs.

Change Jobs Due Date

This will change all the jobs in the list's due dates.

 

change job list due date

 

This can only be performed on Active jobs.

Export Data

Exports data from the grid to a spreadsheet.

Export Grid

Exports the grid to a spreadsheet. This is particularly useful if the grid has more than one header row, as it will export all header rows.

Print

Print the list.

Print Preview

Preview the list to be printed.

Copy Cell

Copy the highlighted cell.

Copy Row

Copy the highlighted row.

Copy All

Copy all, which can then be pasted into a spreadsheet

Show Find panel

Opens the Find panel:

 

find box

 

Tip

The Find panel will remain in a pinned list but will disappear from an unpinned list on log off.

Grid Columns...

Allows adding more columns. Also allows removal of columns. Select the column to add, then drag it to the position required in the columns within the grid. To remove, click and drag to the Grid Columns... window, or drag down away from the header area.

 

Right click options in the Nav Tree

rc jobs navtree

 

After the top 3 (which are self explanatory), these options mirror what is on the ribbon in the Jobs tab, except for the last tab, which will reset all tabs to default.

 

Further information

Branches in Lists

Auto Pick Stock

Create a Job List

Print a List of Jobs