Classification

Division

You can use this optional code to associate several jobs to one division.

Example: A large construction company might have two divisions: one that specializes in pile driving, and another that specializes in environmental cleanup. Another company might set up divisions based on the type of work performed: drilling, steel erection, concrete, and so forth.

Enter or edit the division code, double-click in the field to select from a list of available divisions, or press Enter to accept the current division.

Caution: This code should not be changed once a job has obtained costs or billing. A change to the division requires adjustments in the General Ledger module.

The division can be tied to the General Ledger department (for example, division 1 and General Ledger department 1). Select the Validate job division with G/L department checkbox in Job Cost Installation. Entry in this field must then be a valid G/L department. The Search G/L Departments window is available to look up and select G/L department codes.

Master

Enter the master job number in this optional field to link multiple sub-jobs to one large (master) job. The job name displays to the right.

This information displays on the Contract Status report. On the Contract Status Report screen, select the Print job master summary checkbox to view the report grouped by master jobs.

The master job code must not be the same as a sub-job, have a different phase length than the current job, and have a job status of 'Complete' (unless the current job also has a status of 'Complete').

The master job must be set up in the system before any sub-jobs can be associated with it. Example of when this would be used: Constructing an apartment complex: Each individual building could be assigned a separate job number; all would be linked to the master "complex" job number.

If the master job is a time + material job, any labor billing rates or equipment billing rates set up in the Time + Materials module would be used on the sub-job as long as the sub-job does not have its own rates.

Cost center

This field displays if your company is using cost centers.

Job location

Address 1

Address 2

City

State

Zip

When editing, enter the job's site address, city (up to 25 characters), and 2-letter state abbreviation.

Telephone

Fax

Site Phone

When editing, enter the primary phone, fax, and site phone numbers without parenthesis or dashes.

Primary customer

Customer

If you have more than one contract, the number of additional contracts displays in the heading. Click the link to open the Contract Detail Inquiry screen.

Enter the code of the primary customer that will be charged for this job. You can also define the customer code in Accounts Receivable > Customer Maintenance.

If you enter a customer code when this job is first set up, Spectrum automatically sets up a contract; so a duplicate entry in the Accounts Receivable files is unnecessary.

Invoices created in Accounts Receivable are sent to the address in the Accounts Receivable > Customer Maintenance screen.

Customer status protection prevents entry of a customer code when the status is set to Not used in the Accounts Receivable > Customer Main Properties screen. A warning displays, but entry is still allowed when the customer status is set to Inactive.

Contract #

The contract number prints on the Job File Listing and is a user-defined field. Up to 30 characters are allowed.

This number is also used in the numbering of subcontract billings.

The default invoice number for subcontracts is established by the system using the convention a*b, where "a" is the contract number (as found in Jobs) and "b" is the payment number.

Contract type

The type of contract for this work displays on the Contract Status Report .

Examples of contract types for different companies:

• Fixed bid or cost plus jobs

• City, state, government, or private contracts

• Residential or commercial contracts

Owner name

Enter the owner name here. This name will appear on all lien release formats (vendor, subcontractor, and owner), when specified. If no name is specified here, the customer name will appear instead on the form.

Site

This optional field displays if the Work Order module is present. Enter the site ID, and the name displays.

Other information

Comment

You can enter up to two lines of text.

Price type

As a keyboard shortcut, enter the first letter of the price type.

Fixed price: Select the Fixed price method if the job will be billed on a fixed price basis.

Time + Material: Select this option if the job is billed on a time and materials basis.

If you have the Time + Material module and select this option, the job will also be set up in Time + Material > Job Billing Maintenance.

For true Time + Material jobs, labor is intended to be billed to customers at a billing rate per hour, rather than actual cost plus a mark-up.

For jobs flagged as Time + Material in Jobs, payroll burden will not post to Time + Material. To have payroll burden update to Time + Material, the job can be set up as a Cost Plus job in this screen. More Info When the job is set up in this way, the payroll burden will be combined with the actual labor cost and updated through to Time + Material. So, burden will not appear as a separate transaction, but it will be included with the actual labor costs.

Cost Plus: Select if the job will be billed on a cost plus basis.

If you have the Time + Material module and select this option, the job will also be set up in Time + Material > Job Billing Maintenance.

Unit Price: Select if the job will be billed on a unit price basis.

Markups for Time + Material and Cost Plus jobs will be calculated in the Job Cost Transaction update.

Job units

Add or edit the total number of units allotted for this job (for example, 1000). The total job units are used on the Report Calculations - Job Cost Analysis Report (Non-Projected Cost) to calculate the cost per unit, such as $75.00 per square foot.

Unit of measure

Add or edit a description of the units-of-measure used for this job, such as square feet (sf) or cubic yards (cy). A search window is available to view and select predefined units of measure set up in Accounts Receivable > Unit of Measure File Maintenance.

Override calculation for contract status and profitability reports?

% complete

Projected cost

If you select this checkbox, the % complete and projected cost fields become available.

Status

Status

Select a status for the job:

• Active

• Inactive

• Complete

Access to this option group is limited to users who have the minimum required security level. If you don't have the required security level, you can still view the data, but cannot make changes. Security is set in the Site Map > Admin - Security tab > Function Security Maintenance > Function Links Security window.

If you try to assign a new transaction to this job while Inactive is selected, you will receive a warning, but can continue entering data.

If you try to assign a new transaction to this job while Complete is selected, further entry is not allowed. If Equipment Tracking is being used, you cannot set the status to 'complete' if there is any chargeable equipment currently 'issued' to the Job (or Phase), and you will be alerted to 'return' equipment from the job site, which will generate the 'final billing' stand-by charges for the Job (or Phase).

If a job is set to Complete, and the Set projected costs, quantity, and hours to actual when job is complete check box is selected in the Installation screen, then the projected quantity is automatically set to equal the actual quantity amount.

If the current job is a sub-job and the status is Complete, disallow the status to be changed if the master job status is also Complete. If the current job is a master job, the status cannot be changed to Complete is any of its sub-jobs are set to Active or Inactive. All sub-jobs must be completed before closing the master job.

If a workflow is in progress, this field will be unavailable.

Disallow revenue entry?

If the selected status is Complete, select this checkbox to specify that revenue entries are disallowed. When this option is selected, Spectrum will validate whether users are authorized to record revenue transactions for the job in Accounts Receivable.

Actual complete date

This field is available when you have security access and select the Complete status, above. The date defaults to the current Job Cost processing date. This date will remain the same if the status is changed.

The Contract Status Report can print completed jobs based on the completion date entered here. The reports look at the current status setting plus the complete date to determine where to include the job on the report (for example, among Active and Inactive, or Complete jobs). Therefore, when a job is set to Complete and the Contract Status Report is reprinted for an earlier date, the job appears within Active jobs even though it has been completed.

This date can be entered in the Job Milestones section on the Job Dates screen.

If you purge a job, you must record an actual complete date first.

Global positioning

Latitude

Longitude

Enter the GPS latitude and longitude settings for the selected job site. Some companies use GPS to pinpoint the current location of equipment in order to compute the distance to the next job site.

Legal description

Legal description

Enter a legal description for the job here. This description will appear on all lien release formats (vendor, subcontractor, and owner), when specified. If no description is specified here, the job address will appear instead on the form.