Job Viewer

Create and maintain the job records that your company uses to track costing information. Basically, a job is a collection point for costs incurred at a client site (or as overhead for your company). Refer to the Job Overview for information on related records and procedures.

Note: Jobs and Budgets
If you enter Budgets with your Jobs, the Job Progress viewer and Project Manager's Workbench will allow you to directly adjust the Percent or Cost to Complete as the Job progresses.

Usage:

See Payroll Tax Reciprocity for details on setting up jobs where the field employees do not reside in the Job’s Taxing Authority.

In addition to the fields calculated by SAM Pro, the following fields are used to complete the informational sections of the standard construction (AIA-style) invoices:

To Owner: Job Invoice Name, Job Invoice Street, Job Invoice City, State Zip

From Contractor: Company Name (from Registry), Company Address (from Registry)

Contractor for Purchase Order: Job PO

Project: Job Invoice Description OR Job Name, Job Id, Client Site Name, Client Site Shipping Address

Date of Contract: Job Date Contract Signed

Period To: Invoice Date

Contractor By: Job User 3 Date: Invoice Date

Registry Entries:

Examples:

Jobs for a specific site may be billed to a variety of clients since the Site and the Client are independently specified in the Job record.

Residential Example:

A new owner purchases a home you have been servicing. It this case, you would create a new Client record, and point any applicable, existing Jobs would to the new Client. A complete record of work performed at this site would be retained.

Warranty Example:

Suppose that some of the equipment at a Site is under manufacturer warranty. Warranty Jobs for this equipment can be pointed at (and billed to) the manufacturer of the equipment rather than the owner of the Site. Warranty jobs are usually setup without a client site reference. This allows these jobs to be used for multiple sites. However, in the case of Payroll a warranty job per Payroll Taxing Authority must be setup to properly withhold tax for employees working on these jobs. Example (Warranty jobs: TRANE-OH, TRANE-PA, …)

Construction Example:

Consider a construction job for a school. Jobs at this site might be pointed at client records for: the school district, the contractor of record, and the manufacturer of the equipment being installed.

Screen Organization:

If you are using a customized system, the fields displayed on your screen may not exactly match the order or status of the fields described in this Topic.

Upper Section: These tabs organize the primary Job header information as well as display information on records associated with this Job. These tabs are listed below; click on a link for details on that tab.

Lower Section: These tabs display the Job's 'child' tables and are used for data-entry. Click on a link to see additional information:

Click this button to launch the Purchase Order viewer and auto-fill the Job id into the PO header. If the system date (today) exceeds the Job’s Date Closed, the message ‘Cannot Create Job PO for closed Job’ will be displayed; the Purchase Order viewer will not be launched.

Important Fields: Upper Section

Job ID (15 character, only . and - special characters)
This alphanumeric field must uniquely identify this job.

Job Name: (40 character)
Briefly describes the job; this field is recommended but not required.

Job Alpha Id: (40 character)
This field provides an alternate Id lookup key. It defaults from the Job Name field but may be changed by the user.

Client Id: Site Id:
The Client and Site Id's are specified independently. The Site specifies the location at which the work will take place. The Client defines to whom the AR will be assigned.

Job Type Id:
This optional field enables you to categorize this job for reporting purposes. Double-click on this field (or press Alt+F7) to select from your firm's list of Job Type Id's.

Date Opened:
The date this Job was opened; this field will default to today when creating a new Job

Date Closed:
Filling in the Date Closed will cause a warning message to be displayed on all subsequent journal entries pertaining to this Job. A registry setting may be enabled to allow the user to set the Date Completed in the Job's Cost Codes and Billing Items when the user sets the Date Closed (see Job Registry).

Create PM WorkOrders: if the specified Job has a Date Closed that precedes the Inspection Date, the system will not create a PM Work Order for it.

Create PM Billing: if the specified Job has a Job Date Closed that precedes the Billing Date, the system will not create an invoice for it.

PO#:
The Client's PO number for this job. A Registry Setting may be enabled to default this field from the selected Equipment's Default Service Job in New Call. This field be also be used by Create PM Work Orders with the proper Registry Settings.

Tax Group Id
This field specifies which Sales Tax Group will be due taxes for this Job (if it is not exempt) when the Job Invoice is computed. Double-click on this field (or press Alt+F7) to select from your firm's list of Tax Group Id's.

If this Tax Group was created in SAMPro (not imported from Avalara), SAMPro's internal sales tax processing will be used to generate sales or use tax on invoices for this job. If the Avalara Web Integration is enabled and this field is completed with an Avalara Tax Group, the Avalara Web Service will be used to compute sales tax. If this field is blank, it will be completed when the Job is invoiced for the first time using the Avalara Web Integration if it is implemented via registry.

Note: If the Tax Group Tax field is changed on an existing record, when the Save button is pressed the system now reviews Job History lines and set all lines for this job that do NOT have an AR Invoice ID or are of Tax Type Use to ' n/a' (space n/a) so that they will be successfully re-evaluated at invoice time.

If the Avalara Web Integration is enabled, clicking this button will make a call to Avalara to set the correct Sale Tax Group for invoicing this Job.

Tax Status: Unknown Use Sales Exempt
Click on the radio-button adjacent to set the desired tax status for this Job. If the tax status cannot be determined (e.g., sales or exempt) the status of Unknown should be selected. Click for more information on Tax Type Selection and Validation.

The Tax Type Id will be set to unknown (' n/a') for jobs with an unknown tax status. Once the status of the Job has been changed from Unknown to Sales or Exempt, Job and Service Invoicing can be run, and will successfully evaluate the tax (or exempt amounts) for the invoice.

If the Job Tax Status fields is changed on an existing record, when the Save button is pressed the system now reviews Job History lines and set all lines for this job that do NOT have an AR Invoice ID or are of Tax Type Use to ' n/a' (space n/a) so that they will be successfully re-evaluated at invoice time.

Validation logic regarding manual edits of line-item Tax Type Ids so that changes at the line-item level are not permitted for jobs with an Unknown tax status.

When job tax is 'sales', valid types are 'sales' 'n/a' 'prepaid'
When job tax is 'exempt', valid types are 'exempt' 'n/a' 'prepaid'
When job tax is 'use', valid types are 'use' 'n/a' 'prepaid'

Note that the system may default in a tax type of ‘mixed’ but the user is not allowed to select this type. Note that the system would generate the ‘mixed’ type if, for example, a sales tax group was comprised of two authorities, one of whom taxed Other item, and one of whom did not.

City State/Province Zip/Postal Code
This information defaults from the Site record to help with the selection of the Sales Tax Group.

Project Manager Id:
Optional. Enter the Id of the Project Manager this Job is assigned to or double-click on this field to select from a list.

Project Principal:
Optional. Enter the Id of the Project Principal this Job is assigned to or double-click on this field to select from a list.

Estimator Id:
Optional. Enter the Id of the Estimator assigned to this Job or double-click to select from a list.

Rate Schedule Id:
The default Rate Schedule for billing this Job. Enter a valid Rate Schedule Id or double-click on this field to select from a list. This field is mandatory for invoicing.

Foreign Currency Processing:
If the client will be billed in a foreign currency, this field must reference the appropriate Rate Schedule for this currency/customer.

Revenue Adjustment Id:
If this field is completed, it will default to Work Orders created for this Job. It is used to enable discounts and add-ons to be applied to invoices for labor, material, sub and other items.

Material Price Level:
This field overrides the material price level (for Unit Price Inventory Items) in the Site record in the following cases:

1. When a Work Order is created in New Call or via Create PM Work Orders, the Price level defaults from the Job (if set); if not, it will default from the Client Site record. Note that the Price Code, if present, always comes from the Site.

2. If you specify a Job on a PO, the field Material Price level in the Job record overrides the material price level in the Site record when revenue is calculated. Note that you must click the Magnify button to view Revenue

Foreign Currency Processing:
If Unit Prices are implemented in Inventory, this field must reference the appropriate Price Level for this currency/customer.

Project Id:
This optional field enables you to group together related jobs for reporting purposes (e.g., group jobs by client). Note that jobs assigned to a particular project need not be for the same client. Press Alt+F7 (or double-click on this field) to display a list of projects to choose from.

Branch Id:
If Branches are implemented on your system, enter the Id of the Branch responsible for this Job, or double-click to select from a list. If this Job was cloned via the Clone Job button it will be set from the template Job unless a registry is enabled to set if from the selected Site record; see Registry Entry Job and Job Cloning.

Job Source Id:
This optional field is used for reporting/marketing purposes to track how this job was obtained (for example, referral, cold call, etc.). Enter the Id or double-click to select from a list.

Bill Cycle (1 character)
Enter a letter or number that denotes the billing cycle for this Job (e.g., m=monthly, b=bi-weekly, q=quarterly, etc.). Alternately, this field may be used to specify that invoices for this job should be reviewed by a particular individual or department (j=Jean's Invoices, s=Service Invoices, etc.). This field is referenced during the compute and post functions to enable you to select which invoices to compute or post.

SIC Id:
This optional field is used for reporting purposes to track the SIC (standard industrial classification code) code for this job. Enter the Id or double-click to select from a list.

Workers Comp State Id:
This field is used to determine how the system should set the Worker’s Comp Category for hours entered in the Labor Journal, Work Order, and Remote Time Entry screens. If this is a Job that is performed in the field, you would typically select the Workers Comp State Id that corresponds to the state in which the Job is being done.

When hours are entered, the system looks at the Employee record’s Work Type to see how it is marked:

If the Employee Work Type is marked as Field:
It looks at the Job Cost Category that is selected, and then at the Job’s Workers Comp State ID. Using this information, it then looks at the WorkersComp tab of the Job Cost Category and pulls in the Workers Comp Category that matches the WorkersComp State pulled from the Job.

Note: In the Job Cost Category, you cannot have more than 1 WorkersComp Category per state.

If the Employee Work Type is marked as Office:
It uses the WorkersComp Category in the employee record as the default.

Overhead?
This box should be checked to indicate that this is an overhead job. It is used in conjunction with the Overhead Pay Type field in the Employee record to default the Pay Type for Labor Journal and Labor Journal Remote entries correctly.

By default, the user is warned when changing the Overhead? flag on a Job which has non-zero Job History based on the JCH Hours, Quantity, Total Cost and Total Revenue fields. A registry entry may be enabled to prevent the user from changing the Overhead? flag for Jobs with non-zero history.

Lien Waiver Req'd?
This field should be checked if Lien Waivers are required for this Job. Note that Lien Waiver Processing will only be enabled if both the Vendor and Job require Lien Waivers. The user will be warned when creating a PO or AP Journal entry for a Job which requires Lien Waivers. See Lien Waiver Overview for additional information.

Template
If this field is checked, it indicates that it is a template record that was created for job cloning purposes. This field may not be cleared in the Job viewer: use the Job Templates viewer to edit Template fields.

NOTE: Turning a Job into a Template
In certain cases, a Job may be turned into a template by a user with access to the Job Template Viewer. However, Jobs that have Recorded Costs or Billings may not be turned into a Template. Several fields, including the Date Opened, Date Closed and PO Number will be cleared in this case. The system displays a warning when a job is set to a template and client or sites are not template records.

These buttons enable you to use an existing Job as a model to create a new Job, Site (optional), Client (optional), Billing Item(s), and Cost Code(s), and to edit the new records. The Edit Equipment button is filtered to only display active equipment. Note that inactive equipment can be accessed by clicking the Equipment list’s Filter Records button, and clearing the Inactive range. For details on using this feature, click on Using the Clone Job Wizard.

The system will warn you if you launch the wizard for a Job that is flagged as a template.

P.W. Schedule Id:
If this field is completed AND the Prevailing Wage field is set to Labor Rate, the P.W. Schedule will be used for prevailing wage calculations. When completed, this field overrides any entries on the Job's Prevailing Wages Tab.

IMPORTANT: The sys-ffv-global-settings option LaborRatesAndAccrualMethod must be set to 7687 to support this functionality.

Prevailing Wage: N/A - Labor Rate
If N/A is selected, either this job does not use Prevailing Wages, or uses the Employee Overrides tab to implement this functionality. The following validation rules have been added to the Job Viewer added for this field and the new 'Prevailing Wages' tab:

1. Deny all data entry on the Prevailing Wages tab when the Job's Prevailing Wage Type is 'N/A'.
2. Deny entry changes to the Job's Prevailing Wage Type field when the Prevailing Wages child tab is not empty.

Tip: If this is to be a Labor Rate Prevailing Wage Job, select Labor Rate, and save the record before attempting to complete the P.W, Schedule Id or to add any lines to the Prevailing Wage tab.

Contact 1: Contact 2:
Enter the First Name, Last Name, Salutation, Title, Phone, Cell Phone, Fax and Email address of your primary and secondary contacts regarding this particular job.

Client Site Info:
These display fields list the Client Site's Name and Work/Ship Address.

These buttons may be used to copy the Invoice Address from the Site or Client record associated with this Job.

If the Sales Tax Group is set in the Zip Code table, entering the Invoice Address via one of these buttons will also cause the Sales Tax Group to default on Job's Main tab from the Invoice Address's Zip Code unless disabled via registry.

Invoice Address:
Note: these fields will be overridden by the information in the Billing Address Id. It is highly recommended that the Billing Address Id be used for the invoice address, especially in the case where you have Multiple sites/jobs which use the same CLIENT) just in case the Client moves.

Name on Invoice:
This field should contain the name that should appear on this invoice.

Attention Line:
This field enables you to specify an attention line for invoices generated for this job.

Street Address: City: State: Zip:
The address that invoices for this job should be sent to.

Billing Address Id:
This field enables you to specify the job billing address by selecting it from the Job Billing Address record. If this field is completed, the Invoice Address and the Invoice Email (if auto-emailing of invoices is enabled via registry: Registry Report Service Invoice (sys-report-serviceinvoice) ) for this Job will come from the Job Billing Address record. If the Billing Address Id is blank, the Invoice Address will come from the Invoice Address fields to the left.

Work Order Override:
If a Billing Address Id is specified in the Work Order, that record will override both the Job Billing Address Id and the Invoice Address/Invoice Email Address in the Job record.

Service Compute?
If this box is checked, the service compute method will be used, and invoices will be generated from the work orders associated with this job rather than via Record Billing Adjustments. Jobs may be set to Service Compute unless the invoice status is Printed. If you do so, be sure to also modify the Invoice and Worksheet Id’s in the Job and Job Billing items as needed.

Email Invoice To:
If the auto-emailing of service invoices is enabled, the system will email invoices to this address unless this field is overridden by the Billing Address Id in the Job or Work Order record.

Double-clicking this field brings up a list of potential email addresses from the Site and Client records; the User may select an address from the list. Note that only email addresses including the @ symbol will be included on the list. Email Groups will not appear on the list, but may be added manually and enclosed by brackets [emailgroupid].

Data Conversion Notes from 7.0: The Service Invoice and Worksheet reports use this field instead of the Job Contact 1 Email field for the Auto-emailing / printing functionality. Note that during database conversion, this field will be initialized from the Job Contact 1 email field, which was previously used to support the auto-emailing functionality.

Invoice: Report Id: Report Query Id:
Enter the Id's for the default Invoice Report and Report Query formats to be used with this Job. These fields provide default values for the Job Billing Items that you create for this Job. If necessary, the Job Billing Items may specify different Report Queries for the Invoice Queries (e.g., a Job Billing Item for Fixed Fee Contracts would specify a different Invoice Report Query than one designed for the Time and Materials Billing Item for the same Job).

Invoiced Thru
This field is automatically updated when the Compute Job Billing function is run.

Job Invoice Description:
This field prints on the construction invoice (rininv3 format). It may be updated from here or from the corresponding field in Record Billing Adjustments.

Hold - This Job’s current Invoice is not ready to be printed, or an Invoice is not yet associated with this Job. Record Billing Adjustments (progress billing) or the Work Order's Ok to Invoice button can be used to set the Invoice Status to Ready.

Ready - The Invoice associated with this Job has been updated and is ready to be printed.

Printed – The Job’s current Invoice has been printed and is eligible for posting. Service Invoices are printed and posted via the Start Service Compute function. Progress Invoices are set to Printed via the Report Invoice 3 or set to Printed in Record Billing Adjustments.\

Posted - The Invoice has been Posted. Progress Invoices are posted via Start Post Job Invoices. Service Invoices are posted during the posting phase of Compute Service Invoice.

PM Next Invoice Status
This display field is with certain Progress Billing Invoice / Project Manager Workbench DBAnalytics. This field is used in conjunction with the Job's Invoice Status field that already controls the back-office invoicing process. This field has four potential values:

The default value is 'Unknown'. This is the value assigned to a new Job. When a Progress Billed Job is posted, the PM Next Invoice Status will be set back to Unknown so that it will be eligible for additional updates in the Billing Analytic.

'PM Review' indicates the PM has started making changes using the Billing Invoices analytic. In this state, the changes have not been submitted for use by the back office billing processes.

'Submitted' indicates the PM has finished preparing for the next invoice and the back office billing processes can begin. Setting the status to 'Submitted' can only be achieved by the PM using the Billing Invoices analytic. The Status will be changed to Submitted when PM indicates he/she is finished with all necessary. The PM is not allowed to make changes the Status has the value of either Submitted or Imported.

'Imported' indicates the back office processing has begun. Specifically, the PM's designated billing values have been imported into the Billing Items via the Record Billing Adjustments function. This takes the place of having back office personnel manually enter the PM's billing values.

Unknown: This option is selected by default when data is converted from an earlier version.

Lump: This option would be used to identify Fixed Fee jobs. Note that the Fixed Fee validation is still performed at the Billing Item level.

T&M: This option would be used to identify Time and Material Jobs. Note that validation is still performed at the Billing Item level.

GMP Contract: When GMP Contract is selected, the maximum price for the Job as a whole must not exceed the sum of the Contract values in its Billing Items / Change Orders which are flagged as Include in GMP. If the sum of the Billing Item / Change Order values was exceeded (and Include in GMP is flagged) , a Job Journal entry will be generated via when Record Billing Adjustments saved if the Job is brought back into compliance.

GMP Sov: When GMP SoV is selected, the maximum price for each Billing Item / Change Order flagged as Include in GMP must not be exceeded.

Small: Costs and Revenues are not recognized on a Small Job until the Job Date Closed is set

By default, if the Job's Contract Type is set to Small Job, Start Job EOM will automatically use a special WIP method that will accrue revenue and costs until the Job Date Closed field is manually set by a user. Validation logic prevents a user from changing the Job Date Closed on Small Jobs if it is not blank and the Job EOM function has been executed for the job.

If the job is closed in the current EOM period (Job Date Closed not blank) the Start Job EOM will attempt to recognize any unbilled revenue for this job (Contract amount from billing items), reversing this transaction in the 1st day of the next accounting period. When the job is billed complete no further Job EOM process takes place.

Note: DR Underbilling - CR Income
The G/L accounts used for the posting are set via the sys-job-eom registry.

GMP Contact Total:
This field specifies the Not To Exceed amount for GMP Contract and SOV type Jobs. When this field is updated, the system will validate that sum of the C.O. Amount (in Change Orders) and Contract Amount (in Billing Items) does not exceed the GMP Contract Total.

Computed Thru: JTD Retainage: Next Inv. Retainage: Invoice Status:
Next Inv.Total: Next Inv.Taxable Amount: Next Inv.Sales Tax: Next Inv.Deposit to Apply
These display-only fields are maintained by the system.

GL Entity Id:
If departmentalizing, profit centers or Intercompany Processing are implemented at your firm, double-click on this field to select from your firm's list of GL Entity Id's. Select the GL Entity this job is assigned to for income and expense purposes. This field is designed to provide default values for Job Cost Codes created for this job.

When Intercompany Processing is enabled, the GL Entities specified in the Job record MUST reference the same Company as the GL Entities specified in its Cost Codes. Validation will not allow the GL Entity to be changed to one referencing a different Company. When the Job record is saved/added, validation ensures that all three Entities on the Job's Financial tab belong to the same Company. Whenever any one of the Entities on the Job's Financial tab is changed, the system uses it as a default to set each of the other two Entities if they are blank (for InterCompany only).

State Tax Authority: Local Tax Authority: Other Tax Authority:
These fields provide the default payroll tax authority values for labor journal entries for field employees working on this job. You may enter an Id or double-click on any of these fields to select from a list. If these fields are completed and an employee is marked "field" in the Employee record, these payroll tax authority values will override those default values stored in the Employee record. See Payroll Tax Reciprocity for details.

Currency Id:
This display-only field defaults from the Client record if foreign currency processing is implemented on your system and if this job’s client should be paid in a foreign currency.

GL Account
The default A/R GL Account for this Job; this field is required for Invoicing. An A/R Control Account should be specified.

GL Entity
This field should be completed if you are departmentalizing and wish to have an entity associated with the receivables balance sheet/asset account. This field will provide a default value for sales journal entries' header information, and the Cash Receipts journal. Whenever any one of the Entities on the Job's Financial tab is changed, the system uses it as a default to set each of the other two Entities if they are blank. This defaulting is only used to change an Entity from blank to non-blank.

When the Job record is saved/added, validation ensures that all three Entities on the Job's Financial tab belong to the same Company.

GL Account
If Retainage is implemented on this Job, this GL Account will be debited when the Job Invoice is posted.

GL Entity
This field should only be completed if you are departmentalizing and Retainage to be assigned to this Entity. Whenever any one of the Entities on the Job's Financial tab is changed, the system uses it as a default to set each of the other two Entities if they are blank. When the Job record is saved/added, validation ensures that all three Entities on the Job's Financial tab belong to the same Company (if applicable).

Foreign Currency Note - GL AR and GL Retainage Accounts:
If the Currency Id field is completed, these fields must match the corresponding ones in the Currency Master record.

CIP Discount Percent
This field supports Owner Controlled Insurance Program (OCIP) and Contractor Controlled Insurance Program (CCIP) discounted insurance job costing. OCIP/CCIP Job Cost Rate Discounts are implemented by completing this field. The system will then apply this discount to the non-wage labor (burden) cost portion of labor posted to the Job for Job Cost Codes with the CIP Discount? field checked.

Version 9.1 and Above: This Discount will be implemented only if the CIP Discount? field is flagged in the applicable Earnings record AND Job Cost Code record.

NOTE: use of this feature requires that the global registry option LaborJobCostRateMethod is set to New.

IMPORTANT: The sys-ffv-global-settings option LaborRatesAndAccrualMethod must be set to 7687 to support this functionality.

Prevailing Wage: N/A - Labor Rate
If N/A is selected, either this job does not user Prevailing Wages, or uses the Employee Overrides tab to implement this functionality. The following validation rules have been added to the Job Viewer added for this field and the new 'Prevailing Wages' tab:

Tip: If this is to be a Labor Rate Prevailing Wage Job, select Labor Rate, and save the record before attempting to set the P.W. Schedule Id or to add any lines to the Prevailing Wage tab.

Security Id:
If multiple location security is implemented on your centralized database system, this informational field displays the Security Id of the local user that created this record. If multiple location security is not implemented on your system, or if this record was created by a global user, this field will be blank.

Job User1-10:
These optional fields may be used to record additional information required by your company.

The JC Summary tab displays a Job Cost summary, as well as Job Progress information similar to what is available on the Project Manager Summary Report. This tab also includes Aged AR and Budget information.

Due to the massive amounts of data that may be included for COD and Template jobs, the system will not populate this tab if the Job is flagged as a Template, or if the Job does not reference a Client Site.

The title of the Total Revenue Column includes the Currency Id if it is specified in the Job's Client record.

This Query-View tab displays the invoices associated with this job. Reversed invoices will not appear on this tab.

Purchases Orders with a status of Unreleased, PendingCancel and Cancelled POs will not appear on this tab.

In previous releases, a PO only displayed if the Job Id was completed in the header AND the PO had items. The following enhancements have been made to the current image:

If the PO has no items, it will display with “Purchase Not Itemized” in the Description field

ContractTotal – TotalCosts – UnbilledCosts – Date Completed - Change Order -

This Query-View tab displays all active Billing Items associated with this Job. Note that the Contract Total field will be displayed as zero for Change Requests and for unapproved Change Orders.