Jobs
The main screen of the application displays a summary of jobs that have been created.
There are various graphics that can be displayed within each row in this screen. The graphics and their meaning are as follows:
- Red Dot - This indication will show in the lower right hand corner of a row. When showing, it indicates that there is a time entry within the job with clock running. Note: while a time entry is running, the job total will update accordingly.
- Hidden Object – This indication will show in the lower right corner of a row. When showing, it indicates that the job is hidden.
- Red Bar – When a red bar is located on the left side of the row, it indicates that the job is overdue.
- Blue Bar – When a blue bar is located on the left side of the row, it indicates that the job has been billed.
- Green Bar – When a green bar is located on the left side of the row, it indicates that the job has been paid in full.
Note: If this is the very first time that the application has been run, a test job will be created, with a name of “Test Job”. This “Test Job” will be associated with the “Default” client. This job is created to allow the user to easily play around with the various functions within the application. At anytime, the job can be deleted by doing a “Left Swipe”, on the “Test Job” and then selecting the “Delete” option.
Job List Sort Order
When a user selects the Sort action, they will be presented with a set of primary and secondary sort options. Sort options that are available are:
- Primary:
- Client – When selected, the list will first be sorted by the client name that is associated with the job.
- Status – When selected, the list will first be sorted by the current status of the job (i.e. Active, Billed, Overdue, or Paid).
- Due Date – When selected, the job list will first be sorted based on the Due Date of the jobs.
- Secondary: Note: secondary sort criteria will only come into play once the primary sort has already been applied to the data.
- Due Date – This sort option will further sort the data according to the due date of the job.
- Minimum Date – This sort option will further sort the data according to the earliest date of all the different transactions that are associated with the job.
- Maximum Date – This sort option will further sort the data according to the latest date of all the different transactions that are associated with the job.
Job List Filter
Filters can be applied to pare down the list of jobs displayed. By selecting the filter (funnel) button at the bottom of the screen, the user is presented with a list of filters that can be enabled/disabled. Based on the selections, jobs will appear or disappear from the job list. The filter options available are as follows:
- Show Hidden - When deselected, jobs that are hidden will not appear within the Job list.
- Show Active – When deselected, Active jobs will not appear within the Job list.
- Show Billed – When deselected, Billed jobs will not appear within the Job list.
- Show Overdue – When deselected, Overdue jobs will not appear within the Job list.
- Show Paid – When deselected, Paid jobs will not appear within the Job list.
Job Management
Within the application, a Job is the glue that holds together the various expenses, mileage, time entries, and payments. A job represents a unit of work for a particular Client. As such, a job must be associated with a Client.
Manage Job Transactions
From the Job List, a user can touch a particular job to navigate to the transactions that make up the Job. These transactions consist of expenses, mileage, time entries, and payments. Each of these transactions are discussed in more detail within their own dedicated sections.
Job Entry Form
To add a job, select the “Add” button at the top of the main screen.
To edit a job, “Left Swipe” on the job, and then select the More option. Select “Edit Job” from the list of options that are displayed.
From the Add/Edit Job screen, the following options are available:
- Name - This field identifies the job and is displayed as the job name on the main screen of the application.
- Client – This selection list will contain all clients defined within the application. Selecting a client will associate this job to the selected client. If the desired client is not in the list, it can be added to the selection list.
- Status – Each job can have a different state. Available states of the jobs are:
- Active – The active state is the state of a job when the work is typically being done. During this phase, expenses, mileage and time are accumulating within the job. Note: the default state of a new job is Active.
- Billed – Once the job has been billed to the customer, the job will typically be set to the billed state. The application has a configurable option that when enabled will cause the application to prompt you as to whether or not the job should move to the billed state when a report is emailed from the application. The option will be discussed more later.
- Overdue – A job typically becomes overdue when when the due date is past and the client has not paid for the work. The application has a configurable option that will cause it to automatically move a job to an overdue state when the due date is past and the total payments does not exceed the total job amount. The option will be discussed more later.
- Paid – When the client has paid the bill, the job will typically be moved to the paid state. The application has a configurable option that will cause it to automatically move a job to a paid state when the total payments is equal to or greater than the total amount of the job. The option will be discussed more later.
- Due Date – This field is where a job's due date can be specified. A “Left Swipe” of the due date, will give a “Clear” action option, which can be used to remove the due date.
- Mileage Rate – The mileage rate for the job defaults to the system preference value of mileage rate when the Job is created. At anytime the rate can be adjusted on a per job basis. Note: when this value is adjusted, all mileage dollar amounts within the Job will be adjusted based on the new rate. Note: this field is only visible when the Mileage Tracker feature is enabled.
- Hide – This switch allows a user to hide a job from the main screen job list. Note: hidden jobs will continue to be visible within the job list as long as the job list filter item for showing Hidden Jobs is selected. If deselected, all jobs that are hidden will be removed from the job list. This allows jobs to be kept around longer within the application database, while not cluttering the job list.
- Purpose – The purpose is a free form text field that allows you to provide a more wordy description of what the job is about. This field is optional, but when defined will be shown on the main screen of the application.
Job Options
From the main screen, there are a variety of Job Options that are available by doing a “Left Swipe” on the desired job. The options that are available are:
- Delete Job - A job can be deleted by selecting the “Delete Job” option. Warning: When a job is deleted, all associated data will also be deleted. This includes pictures of receipts, expenses, mileage, time entries and payments. Once done, there is no recovery of the deleted data.
- Clear Job - This option enables a user to re-use an existing job without going through the trouble of creating a new job. Warning: When a job is cleared, all associated data will be deleted. This includes pictures of receipts, expense, mileage, time entries and payments. Once done, there is no recovery of the deleted data.
- Edit Job – Selecting this option will allow you to edit the job.
- Job Invoice Report - This option produces a Job Invoice Report for the selected Job. The displayed report can be emailed or saved on the device.
- Client Summary Report - This option produces a Client Summary Report for the Client of the selected Job. The displayed report can be emailed or saved on the device.
- Hours Worked Report - This option produces an Hours Worked Report for the selected Job. The displayed report can be emailed or saved on the device. Note: this report is only available if the Time Tracker Feature is enabled.