Job Details Overview

Job details are where you can view and edit information for a Job.

To edit the details you need to have the correct office permissions, otherwise, the page will open in view-only mode where all fields will be disabled.

Click on the client’s name at the top of the page to view their contact details.

How to View/Edit Job Details

1. On the sidebar, click Jobs.
2. Once the Jobs section expands, click Job List.
3. Search for a Job and click to open.

Job details can only be edited if the Job is Active. If the Job is in Finalized or Not Proceeding status, Job details will open in view mode.

General

On the General tab, the following information is available:

If Estimator, Supervisor, or Job Admin is no longer available in the system but they had been assigned to the Job, there is an Inactive label next to their names as it is shown in the screenshot above. You need to select another one.

Dates

On the Dates tab, the following information is available:

RFQ

The RFQ tab is always available in view only mode. It contains the information on the Site inspection from the RFQ Management form.  

Insurance

Insurance tab is visible when the Use this Facility option is enabled on the System Variables > Manager tab. Otherwise, this tab will not be available in Job Details.

The Insurance tab, opens as follows:

On the Insurance tab, the following information is available:

Policy number	Enter the policy number.
Start Date	Once the policy number entered, the field is filled in with the current date. You can change it by clicking the field and selecting a needed date from the date picker.
Company	The insurance company name, which is specified in the System Variable Manager tab.
Current Amount	Calculated value of Job estimated cost and all approved Job Change Orders created for the Job.   The field will be empty, if the policy number is not entered.

If you make any changes, click Process.

Claims

The Draws tab shows the list of Draws that pertain to the current Job. Here you can see all the Draw Invoices and Payments to better understand the payment progress. The system shows only the approved Change Orders which Invoices were created.

The Contract amounts are set up automatically when the sale is completed using the Price. You can change this amount on this tab. The Change Orders amount is calculated automatically by the system and cannot be changed on this tab.

Draws can be calculated on the basis of two approaches, as follows:

Claim Rule	Draw amounts are calculated on the basis of the selected Draw rule. Payment amounts are divided into parts according to the Draw rule stages.
Lender’s Schedule	Draw amounts are calculated for each Cost Center separately. Such payments are performed by the Bank organization on behalf of the Customer.

1. Open the Job which you want to view Draws for.
2. Switch to the Claims tab. The Draws tab opens, as follows:

The page is comprised of the four blocks:

Contract Amount	This block shows the general information about the contract amount  of the Job, including the amount of Change Orders and the total amounts.
History	This block shows the history of invoices (payments) for the current Job including invoices for specific Change Orders.
Payment Schedule	This blocks shows the schedule of payments according to the Draw rule. The system calculates the payments for each Draw rule stage automatically.
Payments	This block shows the list of payments (receipts) for the specific Job.

This block shows the general information about the contract amount of the Job, including the number of Change Orders and the total amounts.

The Contract Amount, Change Orders, and Total amounts may be displayed with and without GST tax applied.

Setting the Draw rule

You can change the Draw Rule until the first payment is made.

1. Open a newly created Job.
2. Select the Draw rule to apply to the Job.
3. Once you have selected the Draw rule, the system will produce the payment schedule which you can view on the Payment Schedule tab.
4. When complete, click Process.

The Payment Schedule block shows the following information:

Viewing the History of Draws

You can view the history of Draws (both issued invoices and registered payment receipts).

1. Open the Job for which Draw history you want to view.
2. Switch to the Draws tab.

The History tab within the Draws section includes the two blocks, as follows:

• Invoices
• Payments

The Invoices list shows the following information:

View details for a Draw

1. On the list with invoices locate the one which details you want to view.
2. Hover over the invoice until the action icons appear.
3. Click the Open Draw icon.

You will transition to the Job Financials page with the details on the selected Draw (invoice).

Open the Draw in Xero

1. On the list with invoices locate the one which details you want to view in Xero.
2. Hover over the invoice until the action icons appear.
3. Click the Open in Xero icon.

You will transition to the Xero system with the invoice details.

The Payments list shows the following information:

Receipt No	Number of the received payment receipt.
Date	Date when the payment receipt was received.
Amount, $	Payment amount that was received from the customer..

Applying the Lender’s Schedule

The Lender’s Schedule is an alternative to the traditional Draw Rule method when the payments are made by the Bank. The Customer does not directly pay for the Job, but deposits money in the Bank. The Bank pays for the Job on behalf of the Customer.

Unlike the Draw Stage approach, the Lender’s Schedule approach requires payments for specific Cost Centers.

Availability of using the Lender’s Schedule depends on the status of this option in the System Variables.

Viewing Cost Centers

1. Open the Job which uses the Lender’s Schedule.
2. Once open the Draws tab, select the Lender’s Schedule tab. The page opens, as follows:

Here you can see two lists with Cost Centers:

1. Included
2. Overheads

The Included list shows the Cost Centers that you can draw in a normal way. The Overheads list shows the Cost Centers that you cannot draw in a normal and you need to issue an additional order for these.

The list of Cost Centers (shown in the Overheads) is defined in the System Variables.

Below each column, there is a total value.

Printing the Lender’s Schedule

1. Click Print Schedule.
2. You will transition to the Reporting system. Verify the criteria for generating the report.
3. Click Apply.

Refreshing the Lender’s Schedule

You may need to refresh the Lender’s Schedule once you have modified the Cost Centers that are used in the Lender’s Schedule. These modifications are not automatically propagated to the Jobs that use the Lender’s Schedule.

Click Refresh Schedule.

The system will refresh the following:

• Cost Centers in the Included list
• Cost Centers in the Overheads list
• order cost
• order percentage (ratio)
• contract amount
• total profit

Recalculating the Draw

You may need to recalculate the Draw if you modify any of the following fields:

1. Contract Amount Ex GST, $
2. Contract Amount Incl. GST, $

The system will show a red bar with the message that data recalculation is required, as follows:

In the top bar, click Recalculate.

Prior to recalculation, the system validates the following:

1. The system checks that all the required fields are populated.
2. The system verifies the format of specified data.
3. The system checks that the Job is using the Lender’s Schedule and there are records about payments.

Upon successful validation, the system will recalculate all values except the values on the Lender’s Schedule tab.

When complete, click Process.

The system does not automatically save the recalculated values until you process these changes.

If any changes were made, click Process at the top of the page to save. If you switch to another tab, the system opens a dialog window to confirm saving changes.

Variations

The Change Orders tab shows the list of all Change Orders created for the selected Job.

For each Change Order, the following information is available:

Number	Number of the Job Change Order.
Description	Description of the Job Change Order.
Time Ext.	Number of days for which Job construction will be increased.
Draw Stage	Draw stage name selected for the Change Order.
Claimed	The column shows whether an invoice was issued. If it was, there is Check icon.
Status	Job Change Order status. It could be: Quote Approved Rejected Reversed
Gross, $	Total cost of the Change Order.

Each Job Change Order can be viewed/edited.

Letter/Docs

The tab shows the available Job Docs templates that can be produced for this job.

Job Docs templates can be generated for Jobs in Active status only. Otherwise, the system will display the error notification in the upper right corner.

The the Letters/Docs tab opens, as follows:

To preview the document:

1. Hover over the needed file.
2. Click the Preview icon.
3. Once clicked, Link to preview Job Letter form opens. To preview and edit the file, click the link in the form. The document opens on Google Drive in a new tab. Edit the document and close the tab. All changes are saved automatically.
4. When complete, click Confirm.

The system generates a PDF file using the updated document.

To produce the document:

1. Hover over the needed file.
2. Click the Produce icon.
3. Once clicked, Link to print Job Letter form opens. To preview the file click the link in the form. The document opens in PDF format on Google Drive in a new tab.
4. To print the document, click the Print icon in the opened tab.
5. A standard for your browser Print opens. Follow your browser instructions.
6. If you want to send the document via email, you to download it. Click the Download icon. When downloaded, sent it using your email client.
7. When complete, close the tab and click the OK button.

E-Docs Signing

The E-Docs Signing tab consists of multiple areas. Owners, Documents to send and Sent Documents log. The tab opens, as follows:

You are responsible for knowing what types of documents can and cannot be signed electronically. While the practice is widely accepted in most places, some governments and agencies may require a formal ink signature. It is up to you to know your local regulations as well as make sure the letter templates you generate from the system are properly formatted to require a signature where needed.

The Owners block contains the information about people who should sign documents.

Add an owner/signer

1. Click the Edit icon.
2. The block becomes available for editing.
3. Enter the owner’s name in to the Owner 1 field.
4. If they have to sign a document, tick the Documents Signer checkbox.
5. Enter the Owner’s email address in to Email for Owner 1 field.
6. If you have more than one owner, fill in Owner 2/Owner 3 fields.
7. When complete, click Save.

Send a document to sign

In the Documents to send block you can select documents you need to send to sign.

1. Contract, Specification and Plans are considered a set of documents therefore they will be sent together as a set. Authority to Commerce, Color Selection, Other Documents are sent separately. To select a document, click the Google Drive icon next to the needed type of document.
2. When clicked, the Select a file form opens. It contains Google Drive folders with documents created for the selected Job. Select a file you want to send.

Select several plans simultaneously by pressing the Shift button and clicking the needed documents.

When complete, click Select. The Send button under the field where you have selected a file becomes available. Click it to send the document for signing.

If the selected document has been already signed, the system will open a dialog window to confirm the action. If you want to sign it once again, click Yes. If you do not want – click No.

1. The document is sent to the people specified in the Owners block. A new note on the sent document is displayed in the Sent Document log block in New status.
2. Wait until the document status changes to Sent for Singing.
3. When changed, people who have been listed to sign the document will receive an email as shown below.

Signing electronic documents

1. To sign the document, click the Review & Sign button in the notification.
2. The system redirects you to Eversign system.
3. To sign the document, click the button.
4. In the opened Edit Signature window select your signature:
   • On the Type Signature tab click the signature style you like:
   • On the Draw Signature tab enter your signature using your touchpad or mouse manipulator:
   • On the Upload Signature tab select your signature in PNG, JPG, JPEG, BMP or GIF format and upload it from your computer:
5. When complete, click Sign.
6. Your signature is displayed in the document.
7. When finished, click Finish.
8.  The system opens a form to confirm the action. Click I agree to proceed.
9. The document is signed. The signer gets the appropriate email.
10. When all signers signed the document, the document’s status changes to Signed. The signed document is now stored in the Job document folder on Google Drive. A note on the document’s signing is added to the Communications tab.

View document details

Document details are stored in the Sent Document Log block.

• Added Date: The date when the document was sent for signing.
• Sender: The person who sent the document for signing.
• Document: The document name.
• Eversign Status: The status of the document. It might be:
  • New: When the document is sent for signing.
  • Sent: When the email has been sent to all Owners listed in the Owners block.
  • Failed: When the email was not sent to at least one signer.
  • Cancelled: When the document was declined to sign by one of its signers.
  • Expired: When one or more signers did not sign the document in the maxium allowed time.
  • Signed: when all signers have signed the document.

To view details on a separate document:

1. Hover over a need document and click the Details icon.
2. The Sent Document’s Status form opens as follows and contains the following information:
   

   Owner 1	The name of the owner 1.
   Email for Owner 1	The email of the owner 1.
   Owner 2	The name of the owner 2.   Empty if the name is not specified in the Owners block.
   Email for Owner  2	The email of the owner 2.   Empty if the email is not specified in the Owners block.
   Owner 3	The name of the owner 3.   Empty if the name is not specified in the Owners block.
   Email for Owner 3	The email of the owner 3.   Empty if the email is not specified in the Owners block.
   Document type	The type of the sent document.
   Office   Owner 1 Owner 2 Owner 3	Document status for each signer.
   Link	The link to the document on Google Drive.

3. When complete, click OK.

Cancel the document signing

1. When you open the document in Eversign, click the Actions button.
2. Select Decline from the drop down list.
3. In the opened Decline form, enter the reason for declining.
4. When complete, click Decline.
5. All signers will receive an email as shown below. The status of the document is changed to “Cancelled” in the Sent Documents Log block.

Eversign Actions

You can perform the following action with the document in Eversign:

• Print
• Download as PDF

To print the document:

1. When you open the document in Eversign, click the Actions button.
2. Select Print from the drop down list.
3. Follow the standard instructions of your browser.

To download the document:

1. When you open the document in Eversign, click the Actions button.
2. Select Download as PDF from the drop down list.
3. Your browser will proceed to downloading the document.

Communications

The Communications tab contains the list of communication items. It might be:

• generated files in Letters/Docs tab;
• communications made from Lead Details form of the Job’s Customer;
• meetings recorded in Sales Folder of the Job’s Customer.

The page opens as follows:

By clicking the Google Drive icon, the system opens OFFICE_JOB_DOCS folder of the current Job in the separate browser tab.

For each communication item the following information is available:

Type	The type of communication item. It may be: Document Email SMS Meeting
Created	Date when the communication item was created.
Subject	Subject of the communication item.
Location	Location which the communication was initiated from.
Message	Text of the communication item.
Attachments	If an attachment is available, the Attachment icon is displayed. Upon clicking the icon, the link to the attached document is generated.

Filter communications

You can regulate display of communication items by their types:

• Documents
• Meetings
• SMS
• Emails

To hide display of a specific communication item type, move the toggle left for the required type.

Send a new SMS

1. Click the Send SMS button at the bottom of the page.

2. In the opened SMS form, specify the following information:

Cell Phone	Enter the cell phone number of the contact. By default, the system populates it automatically with the phone number specified in the Lead profile.
Template	Select a template to repopulate the message field with a template from Setup > Manage SMS Templates.
Message	Specify the message for SMS. One SMS message can include up to 160 characters. If you exceed this limit, your message will be separated into two SMS. Please consider the contents of your SMS message before sending it to the addressees. See the following terms for details.

3. Click the Send button. Once sent, the information on SMS is added to the communication items list.

   Send a new email

   1. Click the Send Email button at the bottom of the page.

   

   2. In the opened Email form, specify the following information:

Email, CC, BCC	Enter the email address of the Lead. By default, the system populates it automatically with the email address specified in the Lead profile. You can specify multiple email addresses of recipients by separating them with a semicolon (;).
Subject	Enter the email subject.
Template	Select a template to repopulate the message field with a template from Setup > Manage Email Templates.
Subject	Enter the email subject.
Message	Enter the email message. Use the visual editor to apply the required formatting to your message and align the text.

3. To attach files to the email message, click the Attach Files button and select the appropriate files on your Google Drive.
4. Click the Send button. Once sent, the information on the email is added to the communication items list.

Add a meeting

1. Click the Add meeting button at the bottom of the page.
2. In the opened Create New Meeting form, specify the following information:
   

   Date	Select the meeting date.
   Time	Select the meeting time.
   Locations	Enter the location of the meeting.
   Message	Enter the meeting notes.

3. Click Save. Once saved, the information on the meeting is added to the communication items list.

Maintenance

The tab contains the information on all warranty tasks created during extension period.

You can manage warranty tasks only when the Job is finalized.

The tab opens, as follows:

Create a warranty task

1. Click the Create icon.
2. In the opened Create New Warranty Task form, specify the following information:
   

   Supplier	Click the field and select from the dropdown list a supplier who will take care of the task.
   Description	The description of the task.
   Entered Date	The date of the task creation. By default the current date is selected.
   To be Complete by	The date by which the task has to be resolved.
   Complete date	The date when the task is resolved. The field should be filled in after the supplier resolved the task.
   Memo	Additional information on the task.

3. When complete, click Save.

Edit a warranty task

1. Hover over the task you need to edit.
2. Click the Edit icon.
3. In the opened Edit Warranty Task form, modify the needed information.
4. When complete, click Save.

Complete a warranty task

1. When the supplier notifies you that the task is resolved, hove over the task.
2. Click the Set to complete icon.
3. The system displays the dialog window to confirm the action.
4. Click Yes. The completion date is displayed in the Complete Date column.

Delete a warranty task

A warranty task can be deleted in case if it was created by mistake.

1. Hover over the task you need to delete.
2. Click the Delete icon.
3. The system displays the dialog window to confirm the action.
4. Click Yes.

Shared Documents

Navigate to the job you want to share documents for and switch to the Share Documents tab.

From here you can upload Contracts, Specifications, Plans, Colour Selections, Variation Quotations, and Job letters. Once files have been shared they will appear in the table below.

• Shared date – date when the document was shared
• Shared by – name of the user who shared the document
• Documents – name of the document
• Type – type of the document

You can only share files located in the client’s official Job Docs folder.

Share a document

1. Click the Google Drive icon next to the type of file you want to share.
2. In the Select a file form, select the document you want to share with the client.
3. Click Share Selected Documents. The selected document will appear on the Shared Documents list. The shared document will appear on the Customer Portal for the Client.

You can only share one Contract, Specification, and Colour Selection with the Client. If you try to upload a second Contract an error will appear telling you to remove the other Contract first.

Unshare a document

1. On the Shared Documents list, locate the shared document you want to unshare.
2. Hover over this document until the action icons appear.
3. Click the Unshare icon.
4. Confirm the unsharing of the document.

The selected document will be no longer available to the Client on the Customer Portal.