This viewer is designed to enable a project manager to handle all critical functions related to a job including: RFI/RFP/Submittal/RFQ document creation and tracking, Subcontractor PO management, Vendor Invoice Approval and Change Order Management.
The Project Manager Viewer must be used to update the Project Manager record.
Since the Project Manager Workbench can be used to change the Job record itself, the user cannot use both the Project Manager Workbench Viewer and the Job Viewer to update the same Job simultaneously.
In order to use the RFI, Submittals, Transmittals, and RFQ functionality, a Word Document must be available for use as a template. Registry entries (see below) are required to specify the name and location of these documents.
Important Note on Customization Files:
If your firm’s customization file impacts the Job record, these changes also effect in the Project Manager Workbench. Specific customization file changes to the Project Manager Workbench must be implemented by Data-Basics programming; see your support representative for details.
Users with read only-access are able to use the following functions without limitation if their user-group security gives them access: QuoteMaster, Purchase Order, Job Progress Update, Notes and Attachments.
Important Note on Registry Options:
Registry options specified in sys-viewer-vjb will also impact the Project Manager Workbench unless overridden by that option in sys-viewer-vjbpm.
Click Registry Entry Job for details on Job entries or Registry Project Manager Workbench for details on Project Manager Workbench entries.
If you select a Job and then click the Job Progress sidebar button, the system will open the Job Progress viewer for the selected job.
Click this button to launch the Purchase Order viewer to create a PO for the selected Job. The Job Id in the new PO will be completed for you. However, 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.
The Create Quote button launches the Quote viewer to allow Quotes to be generated for the selected Job. The Job/Site Id and related fields will be defaulted to the new Quote.
Information in the Workbench is organized into upper and lower tabs. Click on one of the following lines to jump to the information about that tab:
Main JC Summary Bill To Contract Items Attachments Notes Reports RFIs Transmittals Submittals RFQs Other
Contacts Milestones BudgetEntry Rebates Cost Sources Cost Codes Cost Details MaterialPO's SubcontractPO's Invoices AP Summary Progress Quotes OpenWorkOrders OtherWorkOrders
This tab displays pertinent fields for this Job and its related records.
Note: the following buttons (New RFI, New Submittal, New Transmittal,New RFQ and New Other) require the appropriate registry entries and document templates to be operational.
When the New RFI button is clicked, the system will display a data-entry screen asking you to enter several values it will use to create the new RFI document. Enter the following fields:
Description: (Enter a brief description of the RFI)
Contact Id: (The individual this RFI should be sent to; double click to select from your list of Contact records)
Date Requested: (Enter or double-click to select the request reply date for this RFI)
Document Description: (Used in the SAM Pro document record associated with this file)
Once you have completed these fields, click OK to proceed. A copy of the RFI document template will opened, with the appropriate values (from the data entry screen and Job-related records) already completed. The document may be edited as needed. SAM Pro will automatically save an archive copy of the document when it is closed. This document may be accessed from the RFI tab, as is also attached to the Job record.
When the New Transmittal button is clicked, the system will display a data-entry screen asking you to enter several values it will use to create the new Transmittal document. Enter the following fields:
Description: (Enter a brief description of the Transmittal)
Contact Id: (The individual this Transmittal should be sent to - double click to select from your list of Contact records)
Document Description: (Used in the SAM Pro document record associated with this file)
Once you have completed these fields, click OK to proceed. A copy of the Transmittal document template will open, with the appropriate values (from the data entry screen and Job-related records) already completed. The document may be edited as needed, and sent it to the customer. SAM Pro will automatically save an archive copy of the document when it is closed. This document may be accessed from the Transmittal tab, and is attached to the Job record itself.
When the New Submittal button is clicked, the system will display a data-entry screen asking you to enter several values it will use to create you to values for creating the new Submittal document. Enter the following fields:
Description: (Enter a brief description of the Submittal)
Contact Id: (The individual this Submittal should be sent to; double click to select from your list of Contact records)
Document Description: (Used in the SAM Pro document record associated with this file)
Once you have completed these fields, click OK to proceed. A copy of the Submittal document template will open, with the appropriate values (from the data entry screen and Job-related records) already completed. This document may be edited as needed, and sent to the customer. SAM Pro will automatically save an archive copy of the document when it is closed. This document may be accessed from the Submittal tab, and is also attached to the Job record.
When the New RFQ button is clicked, the system will display a data-entry screen asking you to enter several values it will use to create the new Request for Quotation document. Note that at least one Contact line MUST be specified on the Vendor’s Additional Contact tab for this functionality to be enabled. When the box appears, enter the following fields:
Description: (Enter a brief description of the RFQ)
Vendor Id: (Enter the Vendor from whom you are requesting this Quote)
Contact: Specify the individual that this RFQ should be sent to; double-click to select from the list of this Vendor's Contacts located on the Vendor's Additional Contacts tab)
Date Requested: (Enter the respond by date for this Quote)
Document Description: (Used in the SAM Pro document record associated with this file)
Once you have completed these fields, click OK to proceed. A copy of the RFQ document template will open, with the appropriate values (from the data entry screens, and Job-related / Vendor records) already completed. The document may be edited as needed, and sent to the Vendor. SAM Pro will automatically save an archive copy of the document when it is closed. This document may be accessed from the RFQ tab, and is also attached to the Job record.
This button allows the user to create and edit documents other that those defined as RFI, Submittal, Transmittal or RFQ's. When this button is clicked, the system will open a browser to a directory (defined via registry) containing one or more Word templates that may contain the same "tokens" used for RFI, Submittal, Transmittal and RFQ templates.
A copy of the selected document template will opened, with the appropriate values (from the data entry screen and Job-related records) already completed. The document may be edited as needed. SAMPro will automatically save an archive copy of the document when it is closed. This document may be accessed from the Other tab, and is also attached to the Job record.
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.
NOTE: any changes that you make on this tab will be reflected on the Invoicing Tab of the Job Record.
These buttons enable you to copy the address from the Client or Site record to the Invoice Address fields below.
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) 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 specific 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 address (if auto-emailing of invoices is enabled via registry) 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 checked, the service compute method will be used for this job, and invoices will be generated from the work orders associated from this job rather than via Record Billing Adjustments.
Invoice Email Address:
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.
Invoice:
Report Id: Report Query Id:
The default Invoice Report and Report Query formats to be used with this Job. Job Billing Items may specify different Report 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.
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.
ContractAmt – CO Amount - %Earned – Next Invoice – EarnedToDate – Storted Material – %Retainage - InvoicedToDate – CostToDate – CO?
This tab displays all active Billing Items / Change Orders associated with this Job.
You may double-click on a line to launch the Job Billing Item or Change Order viewer for that record.
To Edit selected fields for a Billing Item or CO record, right-click on the line (note that this functionality is NOT supported for GMP-type jobs). When you do so, a data-entry box will appear prompting you to ‘Enter new values’. The following fields will appear:
Billing Item Id:
This display-only field is maintained by the system.
Job Billing Item Description
This field defaults from the Billing Item record and would generally not be changed in this function.
Original Contract: Contract Changes:
These fields default from the Billing Item or Change Order record and would generally not be changed in this function.
Earned to Date% Next Invoice Contract:
For Fixed Fee billing, enter the Next Invoice Contract to be billed or update the Earned to Date% to specify the next amount to be billed.
Next Invoice Stored Material:
This field is used to record Store Material for AIA Billing.
Retainage %
When the Retainage Percent is changed, the system will recalculate the retainage for this job; see the section on Retainage Options for details.
OK to Bill?
This field defaults from the Billing Item record. If it is checked, this item can be billed. Clear this box to put a Billing Item or Change Order on hold.
Fixed Fee Billing? Allow Extras? Fee Taxable?
These display-only fields default from the Billing Item record.
Next Invoice Retainage:
The Retainage amount that will be held back on the next invoice; this is based on the Retainage Percent, the Next Invoice Contract, and the Retainage option selected.
Retainage Options
Five options are provided: Normal, Current, Hold, Manual and Release All. The option name in use will appear to the right of the Next Inv. Retainage field.
‘’Normal‘’ is the default SAMPro behavior – the Total Invoiced times the Retainage %. If the user wishes to adjust the Retainage percent, clicking the "Normal‘’ button will recompute the Next Invoice Retainage field.
‘’Current" means apply the Retainage % to the Next Invoice Total only.’ This allows the user to lower the Retainage % without releasing previously held retainage values. To switch to this option, the user must push the button labeled Current.
Hold means no more retainage should be withheld but DOES NOT release previously held retainage values. To switch to this option, the user must push the button labeled Hold.
"Manual" indicates the user has manually entered a value in the Next Invoice Retainage field and tabbed out of the field. No button is required for this option
Clicking the ‘’Release All button sets the Retainage % to zero and computes:
Next Inv. Retainage = (Retainage Invoiced-to-Date)x(-1)
This action would normally occur at the end of the job when it’s time to send the final bill: the word ‘Normal’ will appear next to the Next Inv. Retainage field.
Invoice Description
This field defaults from the Billing Item record. As many lines of the Invoice Description will be printed on the invoice as are provided for in your invoice format. The first line of this field will also appear on the AR Customer History report. Any changes that you make to the Invoice Description here will be copied to the Invoice Description in the Job Billing Item record.
When you are done, click OK to retain your changes, or CANCEL to close this box without saving your changes.
This tab displays all Documents associated with the Job selected in the Workbench. Double-click on a line to display the document.
Category – Description – Tab Name – Reference Id – Date Logged – Time Logged Document Id – File Location
The display-only fields on this tab are maintained by the system.
This tab displays the Notes associated with the Job or entered in the Workbench itself. Double-click on a line to display the Note.
Author – Summary – Date – Time – Access
The display-only fields on this tab are maintained by the system.
This tab lists the Reports that have been specified for the project managers in your company via registry (see Registry Project Manager Workbench for details). Note that the Job MUST be assigned to a Project Manager for the reports to appear on the Reports tab. Double-click on a Report to launch it. The report’s Job range (if it exists on the report) will be filled in with the selected Job. If a Project Manager range appears on the report, it will be filled in with the Project Manager’s Id.
Number – Sent - Description – Recipient – Received – Document Id
This tab displays all RFI’s generated for this Job via the New RFI button. You may double-click on a line to display the RFI.
To edit selected fields for the selected RFI, right click on the line. When you do so, a data-entry box will appear prompting you to ‘Enter new values’. The following fields will appear:
Description: (Briefly describes the RFI – may be updated by the user)
Date Received: (Enter the date you received the reply from the customer).
Document Description: (Used in the SAM Pro document record associated with this file)
Click OK to confirm the changes that you have made in this box; click CANCEL to abandon these changes.
Number – Sent - Description – Recipient – Document Id
This tab displays all Transmittal Documents generated for this Job via the New Transmittal button. You may double-click on a line to display the Transmittal.
To edit selected fields for the selected Transmittal, right click on the line. When you do so, a data-entry box will appear prompting you to ‘Enter new values’. The following fields will appear:
Description: (Briefly descriptions the Transmittal – may be updated by the user)
Document Description: (Used in the SAM Pro document record associated with this file)
Click OK to confirm the changes that you have made in this box; click CANCEL to abandon these changes.
Number – Sent - Description – Recipient – Document Id
This tab displays all Submittal Documents generated for this Job via the New Submittal button. You may double-click on a line to display the Submittal.
To edit selected fields for the selected Submittal, right click on the line. When you do so, a data-entry box will appear prompting you to ‘Enter new values’. The following fields will appear:
Description: (Briefly descriptions the Submittal – may be updated by the user)
Document Description: (Used in the SAM Pro document record associated with this file)
Click OK to confirm the changes that you have made in this box; click CANCEL to abandon these changes.
Number – Sent - Description – Vendor Id – Vendor Name – Received – Amount - Document Id
This tab displays all RFQ Documents generated for this Job via the New RFQ button. You may double-click on a line to display the RFQ.
To edit selected fields for the selected RFQ, right click on the line. When you do so, a data-entry box will appear prompting you to ‘Enter new values’. The following fields will appear:
Description: (Briefly descriptions the RFQ – may be updated by the user)
Date Received: (Enter the date you received the reply from the Vendor)
Amount: (Enter the amount specified in the Vendor’s quote)
Document Description: (Used in the SAM Pro document record associated with this file)
Click OK to confirm the changes that you have made in this box; click CANCEL to abandon these changes.
Number – Sent - Description – Recipient – Requested - Received – Document Id
This tab displays all Other documents generated for this Job via the New Other button. You may double-click on a line to display the Other Document. Note that the Requested and Received fields are reserved for
To edit selected fields for the selected document, right click on the line. When you do so, a data-entry box will appear prompting you to ‘Enter new values’. The following fields will appear:
Description: (Briefly describes the Document on the tab – may be updated by the user)
Contact Id: (the Contact for this Document).
Document Description: (Used in the SAM Pro document record associated with this file)
Click OK to confirm the changes that you have made in this box; click CANCEL to abandon these changes.
Click on one of the following buttons to see detailed information on the lower tab.
