Creating a job
Pick the customer and asset, say what the work is, and optionally book staff, all in one form.
When to use
- A customer rings or turns up with work.
- A technician finds extra work on site that needs its own job.
Every role can create a job on their own sign-in. A shared workshop PC cannot.
Overview
Creating a job has two steps. First you choose the customer. Then you fill in the job details. When you save, the job gets the next job number automatically, the job type’s standard parts are added, and its Xero tracking option is created in the background (queued if Xero is not connected).
Key features
- Customer first. Search by name, phone, rego, fleet number, serial or vessel. If the customer is not listed, select Add a new customer.
- Asset. Pick one of the customer’s assets, or No asset. Add the asset to the customer first if it is not listed.
- Job type. Sets the badge colour, the default labour rate, the default checklist and the standard parts.
- Where is the work? Workshop or Field (at the customer’s site). Field jobs add a site address, site contact, site phone and Site hazards and PPE, which print on the job card and show on the phone.
- Customer order number. If the customer needs an order number on the invoice, the label says so.
- Labour rate. Leave it blank to use the customer’s own rate, else the job type’s rate, else the workshop’s.
- Expected hours and Book staff on a date, with the people to book. Expected hours are shared between the people chosen. A date with no staff books nobody and the job stays Unbooked.
How to: create a job
- Go to Jobs, then New job.
- Search under Find the customer and select the customer.
- Choose the Asset, Job type and Where is the work?.
- Describe the work under Description of the work.
- For a field job, fill in the site details.
- Optionally enter a Customer order number, Expected hours, a date under Book staff on, and tick the people under Book these staff.
- Select Create job.
How to: create a job as a technician
Select New job on My jobs. The form is shorter. There is no labour rate and no staff list. The job is booked on you for today, and you land on the job on your phone, ready to start work.
A technician cannot add a customer or an asset. Ask the office to add them first.
After a counter sale
After a counter sale, a Back to J-… link (with the job number) takes you back to the job you were working on.
Tips & gotchas
- The job card shows the colour of the job type, so choose the right type.
- A booking warning appears on the job page if a booked person is on leave, over their hours or waiting for parts. The booking is still saved. See Bookings.
- If you change the job type before work has started, the old type’s untouched standard parts are swapped for the new type’s.