{"id":1200,"date":"2019-03-14T16:51:16","date_gmt":"2019-03-14T16:51:16","guid":{"rendered":"https:\/\/builder-help.gjgardner.com\/?page_id=1200"},"modified":"2021-11-07T16:36:07","modified_gmt":"2021-11-07T16:36:07","slug":"job-details","status":"publish","type":"ht_kb","link":"http:\/\/help.gjgardner.com\/nz\/hc\/job-admin\/job-details\/","title":{"rendered":"Job Details Overview"},"content":{"rendered":"

Job details are where you can view and edit information for a Job.<\/strong><\/p>\n\n\n\n

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.<\/p>\n\n\n\n

Click on the client’s name at the top of the page to view their contact details.<\/p>\n\n\n\n

How to View\/Edit Job Details<\/h2>\n\n\n\n
  1. On the sidebar, click Jobs<\/strong>.<\/li>
  2. Once the Jobs section expands, click Job List<\/strong>.<\/li>
  3. Search for a Job and click to open.<\/li><\/ol>\n\n\n\n

    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.<\/p>\n\n\n\n

    General<\/h2>\n\n\n\n
    \"\"<\/figure>\n\n\n\n

    On the General tab, the following information is available:<\/p>\n\n\n\n

    General tab fields<\/span><\/div>
    Site name<\/strong><\/td> Name of the site.<\/td> <\/tr>
    Lot no<\/strong><\/td> The number of the lot.<\/td> <\/tr>
    Block<\/strong><\/td> The block number.<\/td> <\/tr>
    Suburb<\/strong><\/td> The site subdivision.<\/td> <\/tr>
    Street no<\/strong><\/td> The number of the building.<\/td> <\/tr>
    Street<\/strong><\/td> The name of the street where the site is located.<\/td> <\/tr>
    Suburb\/City<\/strong><\/td>  The city where the site is located.<\/td> <\/tr>
    Postcode<\/strong><\/td> The Zip code of the site.<\/td> <\/tr>
    A.P.N.<\/strong><\/td> The Assessor’s Parcel Number.<\/td> <\/tr>
    Base Design<\/strong><\/td> Predefined value from Complete a Sales or Quick Job creation.<\/td> <\/tr>
    House Plan<\/strong><\/td> House plan code selected as base during a Job creation<\/td> <\/tr>
    Description<\/strong><\/td> The House plan description.<\/td> <\/tr>
    Contract Type<\/strong><\/td> Type of contract with the Customer. Click the field and select a needed contract type from the list.<\/td> <\/tr>
    Local authority<\/strong><\/td> This is the City\/County Authority the site is located in. You can clear the field and either select an existing contact or create a new one by clicking the x<\/strong> icon. <\/td> <\/tr>
    Finance<\/strong><\/td> The type of finance. Escrow can only be selected when the Escrow Allowed<\/strong> checkbox is checked in the System Variables > Receivables tab. Otherwise, the checkbox is not displayed in the General tab. <\/td> <\/tr>
    Finance Company<\/strong><\/td> The finance company contact. The field is visible if Mortgage <\/strong>or Escrow <\/strong>finance type is selected. You can clear the field and either select an existing contact or create a new one by clicking the icon.<\/td> <\/tr>
    Salesperson<\/strong><\/td> The person who made the sale.<\/td> <\/tr>
    Referred by: Ident <\/strong><\/td> The source how the customer contact was generated.<\/td> <\/tr>
    Referred by: Details<\/strong><\/td> The details about the customer contact.<\/td> <\/tr>
    Color Consultant<\/strong><\/td> The employee assigned as a Color Consultant.<\/td> <\/tr>
    Estimator<\/strong><\/td> The employee assigned as an Estimator.<\/td> <\/tr>
    Supervisor <\/strong><\/td> The employee assigned as a Supervisor.<\/td> <\/tr>
    Job Admin <\/strong><\/td> The employee assigned as a Job Admin.<\/td> <\/tr>
    Warranty Months<\/strong><\/td> Warranty period that is selected from the dropdown list.<\/td> <\/tr>
    Stage<\/strong><\/td> The stage of Job. Click the field and select a stage from the list.<\/td> <\/tr>
    Memo<\/strong><\/td> This field is for additional notes<\/td> <\/tr> <\/tbody> <\/table><\/div><\/div><\/div>\n\n\n\n

    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 <\/em><\/strong>label next to their names as it is shown in the screenshot above. You need to select another one.<\/p>\n\n\n\n

    Dates<\/h2>\n\n\n\n
    \"\"<\/figure><\/div>\n\n\n\n

    On the Dates tab, the following information is available:<\/span><\/p>\n\n\n\n

    Dates tab fields<\/span><\/div>
    Deposit Date<\/b><\/td>Date when deposit was received.<\/span><\/td><\/tr>
    Color Selection<\/b><\/td>Date when color selection was added to the Job.<\/span><\/td><\/tr>
    Finance Approved <\/b><\/td>Date when Unconditional Finance Approval was received.<\/span>

    If Finance Approved is checked, you can change the date by clicking the calendar icon or enter it manually. <\/span>

    If Finance Approved is unchecked, the date can not be edited.<\/span> <\/td><\/tr>
    Contract<\/b><\/td>Date when Signed Contract from Customers was received.<\/span>

    If Contract is checked, you can change the date by clicking the calendar icon or enter it manually. <\/span>

    If  Contract is unchecked, the date can not be edited.<\/span><\/p><\/td><\/tr>

    Sale Date<\/b><\/td>Sale Date is set as the earlier of Deposit Date or Contract Date.<\/span><\/td><\/tr>
    Council Approved<\/b><\/i><\/td>Date when Permit\/Council was approved.<\/span>

    If Permit\/Council Approved is checked, you can change the date by clicking the calendar icon or enter it manually. 

    If Permit\/Council Approved unchecked, the date can not be edited.<\/span> <\/span><\/p><\/td><\/tr>

    Council # <\/b><\/i><\/td>Permit number.<\/span>

    If Permit Approved checked, you can change the number manually. <\/span> <\/span><\/p>

    If Permit Approved is unchecked, the number can not be edited.<\/span><\/p><\/td><\/tr>

    Authority to Commence<\/b><\/td>Date when Signed Authority to Commence was received.<\/span>

    If Authority to Commence is checked, you can change the date manually.If Authority to Commence is unchecked, the date can not be edited.<\/span><\/p>

    If the date is removed, the system opens Select Supervisor <\/em>dialog. You need to select a supervisor from the list. Once selected, the Authority to Commence date will be set accordingly. <\/span><\/p><\/td><\/tr>

    Specification<\/b><\/td>Specification name is shown when:<\/span>
    • Job specification template name defined by Job details specification template ID is filled in and<\/span><\/li>
    • Job specification  printed date is specified.<\/span><\/li><\/ul><\/td><\/tr>
    Signed Off by Client<\/b><\/td>Date when client signed the <\/span>Job Colour Selection<\/span><\/td><\/tr>
    Signed Off by Office<\/b><\/td>Date when office signed the <\/span>Job Colour Selection<\/span><\/td><\/tr>
    Contract Start<\/b><\/td>Date when the contract starts.<\/span><\/td><\/tr>
    Overridden<\/b><\/td>If checked, you can set Contract Start by clicking the calendar icon or enter it manually. <\/span>

    If unchecked, Contract Start is disabled.  <\/td><\/tr>
    Initial Const Draw<\/b><\/td>The Date the Initial Construction Draw was made for the Job.<\/span><\/td><\/tr>
    Contract Construction, days<\/b><\/td>Enter the contract construction period. Once entered, the system calculates contractual completion date.<\/span><\/td><\/tr>
    Time Extension<\/b><\/td>Enter time extension period if applicable. Once entered, the system recalculates contractual completion date.<\/span><\/td><\/tr>
    Change Orders, days<\/b><\/td>Calculated value. It consists of sum of Job Change Orders time extension days for all the Change Orders in approved status. <\/span><\/td><\/tr>
    Contractual Completion<\/b><\/td>Autocalculated sum of Contract Construction days and Time Extension days added to the Contract Start Date<\/span>.

    NOTE<\/b>: Depending on office setting the system includes or excludes non-working days<\/span> <\/span><\/p><\/td><\/tr>

    Completed<\/b><\/td>The date when all money has been drawn and paid.<\/span><\/td><\/tr>
    Uncomplete<\/b><\/td>The button is available: <\/span>
    • For users with Corporate and Master system role<\/span><\/li>
    • For Office user with job admin\/job details incomplete\/complete permission<\/span><\/li>
    • When job completion date is specified<\/span><\/li>
    • When Job is in Not Finalized or Not Proceeding status.<\/span><\/li><\/ul>

      Click the button to remove job completion date.<\/span><\/p><\/td><\/tr>

    Final Draw<\/b><\/td>Date when final Draw was <\/span>made<\/span><\/td><\/tr>
    Not Proceeding<\/b><\/td>This is used when a Job falls over and the customer is Not Proceeding with its build.<\/span> The checkbox is available:
    • For users with Corporate and Master system role<\/span><\/li>
    • For Office user with job admin\/job details permission<\/span><\/li>
    • Finalized checkbox is checked<\/span><\/li><\/ul><\/td><\/tr>
    Handover<\/b><\/td> <\/td><\/tr>
    Finalized Date<\/b><\/i><\/td>The date is displayed when Finalized Date checkbox is checked. Users should mark a Job as Finalized after all Job Invoices have been entered and paid. The checkbox is available:<\/span>
    • For users with Corporate and Master system role.<\/span><\/li>
    • For Office user with job admin permission.<\/span><\/li>
    • When job completion and handover dates are set or Job is in Not Proceeding status.<\/span><\/li><\/ul><\/td><\/tr>
    Schedule block<\/b><\/td><\/tr>
    Start<\/b><\/td>Schedule  Start Date from Job Construction Schedule<\/span><\/td><\/tr>
    Claims<\/b><\/i><\/td>This will show the last Draw by default and a user can use the dropdown to view all past Draw and the Dates they were made.<\/span><\/td><\/tr>
    Complete<\/b><\/td>Schedule End Date from Job Construction Schedule.<\/span><\/td><\/tr>
    Summary <\/b><\/td>This will show the last Critical Path that was completed by default and a user can use the dropdown to view all Critical Paths and the Dates they were completed\/are scheduled to be completed.<\/span><\/td><\/tr>
    Slab Date<\/b><\/td>This date is set when all tasks in the Slab Critical Path have been marked as DONE.<\/span><\/td><\/tr><\/tbody><\/table><\/div><\/div><\/div>\n\n\n\n

    RFQ<\/h2>\n\n\n\n
    \"\"<\/figure>\n\n\n\n

    The RFQ tab is always available in view only mode. It contains the information on the Site inspection from the RFQ Management form.  <\/span><\/p>\n\n\n\n

    Insurance<\/h2>\n\n\n\n

    Insurance tab is visible when the Use this Facility<\/strong> option is enabled on the System Variables > Manager tab. Otherwise, this tab will not be available in Job Details.<\/span><\/p>\n\n\n\n

    The Insurance tab, opens as follows:<\/span><\/p>\n\n\n\n

    \"\"<\/figure><\/div>\n\n\n\n

    On the Insurance tab, the following information is available:<\/p>\n\n\n\n

    Policy number<\/strong><\/td>Enter the policy number.<\/td><\/tr>
    Start Date<\/strong><\/td>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.<\/td><\/tr>
    Company<\/strong><\/td>The insurance company name, which is specified in the System Variable Manager tab.<\/td><\/tr>
    Current Amount<\/strong><\/td>Calculated value of Job estimated cost and all approved Job Change Orders created for the Job.\n

     <\/p>\n

    The field will be empty, if the policy number is not entered.<\/p>\n<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n

    If you make any changes, click Process<\/strong>.<\/p>\n\n\n\n

    Claims<\/h2>\n\n\n\n

    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.<\/p>\n\n\n\n

    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.<\/p>\n\n\n\n

    Draws can be calculated on the basis of two approaches, as follows:<\/p>\n\n\n\n

    Claim Rule<\/strong><\/td>Draw amounts are calculated on the basis of the selected Draw rule. Payment amounts are divided into parts according to the Draw rule stages.<\/td><\/tr>
    Lender\u2019s Schedule<\/strong><\/td>Draw amounts are calculated for each Cost Center separately. Such payments are performed by the Bank organization on behalf of the Customer.<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n
    1. Open the Job which you want to view Draws for.<\/li>
    2. Switch to the Claims<\/strong> tab. The Draws tab opens, as follows:<\/li><\/ol>\n\n\n\n
      \"\"<\/figure><\/div>\n\n\n\n

      The page is comprised of the four blocks:<\/p>\n\n\n\n

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

      This block shows the general information about the contract amount of the Job, including the number of Change Orders and the total amounts.<\/p>\n\n\n\n

      \"\"<\/figure><\/div>\n\n\n\n
      Contract Amount fields<\/span><\/div>
      Contract Amount, $<\/b><\/td>The contract amount of the Job in dollars. The rounding to two decimal places is applied. You can correct the Contract Amount if needed. If correct, click Process<\/b>.<\/span><\/td><\/tr>
      Drawn, $<\/b><\/td>Amount of money that was already drawn.<\/span><\/td><\/tr>
      To Be Drawn, $<\/b><\/td>Amount of money to be drawn.<\/span><\/td><\/tr><\/tbody><\/table><\/div><\/div><\/div>
      Change Order fields<\/span><\/div>
      Change Orders, $<\/b><\/td>Amount of Change Orders that pertain to the Job.<\/span><\/td><\/tr>
      Drawn, $<\/b><\/td>Amount of money that was already drawn for Change Orders.<\/span><\/td><\/tr>
      To Be Drawn, $<\/b><\/td>Amount of money to be drawn for Change Orders.<\/span><\/td><\/tr>

      <\/p><\/td><\/tr><\/tbody><\/table><\/div><\/div><\/div>

      Total fields<\/span><\/div>
      Total, $<\/b><\/td>The total amount includes the Contract Amount and Change Orders.<\/span><\/td><\/tr>
      Drawn, $<\/b><\/td>The total drawn amount includes the drawn amount for the Contract and Change Orders.<\/span><\/td><\/tr>
      To Be Drawn, $<\/b><\/td>The total amount to be drawn includes amounts for the Contract and Change Orders.<\/span><\/td><\/tr><\/tbody><\/table><\/div><\/div><\/div><\/div>\n\n\n\n

      The Contract Amount, Change Orders, and Total amounts may be displayed with and without GST tax applied.<\/p>\n\n\n\n

      <\/p>\n\n\n\n

      Setting the Draw rule<\/h3>\n\n\n\n

      You can change the Draw Rule until the first payment is made.<\/p>\n\n\n\n

      1. Open a newly created Job.<\/span><\/li>
      2. Select the Draw rule to apply to the Job.<\/span><\/li>
      3. Once you have selected the Draw rule, the system will produce the payment schedule which you can view on the Payment Schedule tab.<\/span><\/li>
      4. When complete, click <\/span>Process<\/b>.<\/span>\"\"<\/li><\/ol>\n\n\n\n

        The Payment Schedule block shows the following information:<\/span><\/p>\n\n\n\n

        Payment Schedule fields<\/span><\/div>
        Description<\/b><\/td>Description of the Draw Rule stage.<\/span><\/td><\/tr>
        Deposit<\/b><\/td>Flag that the stage is the Deposit.<\/span><\/td><\/tr>
        Percent Due, %<\/b><\/td>Payment percentage of the Draw Rule stage.<\/span><\/td><\/tr>
        Amount Due, %<\/b><\/td>The payment amount for the specific Draw Rule stage. This amount is calculated automatically by the system. <\/span>\n

         <\/p>\n

        There can be a slight variance in the contract amount and the sum of all the Draw Rule stages.<\/span><\/p>\n<\/td><\/tr>

        Note<\/b><\/td>Additional note for the Draw Rule stage.<\/span><\/td><\/tr><\/tbody><\/table><\/div><\/div><\/div>\n\n\n\n

        Viewing the History of Draws<\/h3>\n\n\n\n

        You can view the history of Draws (both issued invoices and registered payment receipts).<\/p>\n\n\n\n

        1. Open the Job for which Draw history you want to view.<\/li>
        2. Switch to the Draws tab.<\/li><\/ol>\n\n\n\n

          The History tab within the Draws section includes the two blocks, as follows:<\/p>\n\n\n\n

          • Invoices<\/li>
          • Payments<\/li><\/ul>\n\n\n\n
            \"\"<\/figure><\/div>\n\n\n\n

            The Invoices list shows the following information:<\/span><\/p>\n\n\n\n

            Draw History fields<\/strong><\/span><\/div>
            Invoice No<\/b><\/td>Number of the issued invoice.<\/span><\/td><\/tr>
            Date<\/b><\/td>Date when the invoice was issued.<\/span><\/td><\/tr>
            Type<\/b><\/td>Type of the invoice, as follows:<\/span>
            • Claim<\/span><\/li>
            • CO (Change Order)<\/span><\/li>
            • CrNote (Credit Note)<\/span><\/li><\/ul><\/td><\/tr>
            Description<\/b><\/td>Description of the Draw Rule stage or Change Order.<\/span><\/td><\/tr>
            Amount, $<\/b><\/td>Draw amount in dollars. This amount may relate to a generic Draw, and to Change Orders.<\/span><\/td><\/tr>
            Balance, $<\/b><\/td>Draw balance. Amount of money to be paid by the customer.<\/span><\/td><\/tr><\/tbody><\/table><\/div><\/div><\/div>
            Calculated history fields<\/span><\/div>
            Below the list with invoices, there is an area that shows the following calculations:

            Contract<\/strong><\/td>Contract amount is calculated as a sum of invoices of the Draw type.<\/td><\/tr>
            Variations<\/strong><\/td>Sum of Change Orders amounts..<\/td><\/tr>
            Total Draws<\/strong><\/td>Sum amount of Contract and Change Order amounts.<\/td><\/tr>
            Cr Notes <\/strong><\/td>The deposit amount. It is calculated as a sum of Invoices of the CrNote type.<\/td><\/tr><\/tbody><\/table>For each of these values, there is a balance value in the adjacent column.<\/div><\/div><\/div><\/div>\n\n\n\n

            View details for a Draw<\/strong><\/h4>\n\n\n\n
            1. On the list with invoices locate the one which details you want to view.<\/li>
            2. Hover over the invoice until the action icons appear.<\/li>
            3. Click the Open Draw<\/strong> icon.<\/li><\/ol>\n\n\n\n

              You will transition to the Job Financials page with the details on the selected Draw (invoice).<\/p>\n\n\n\n

              Open the Draw in Xero<\/strong><\/h4>\n\n\n\n