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Gojee Knowledge Base / Jobs & Projects / Create a Job

Create a Job

Last updated on August 8th, 2023

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Create a Job

Note: Before you can create a job, please ensure you have some resources set up in the system:

  • You have set up your inventory (if required). Refer to this link: Inventory
  • You have set up your assets (if required). Refer to this link: Asset
  • You have set up your templates (if required). Refer to this link: Templates
  • You have set up staff and professions (if required) Refer to this link: Professions

 

To create a job, navigate to “Jobs & Projects”:

 

Then click “Create a New Job”:

 

You will be navigated to the job creation page as below:

 

There are several different tabs or sections of the job. Each of these are described below.

 

Job Settings Tab

The following fields are available in the job settings tab:

 

  • Reference Number: a unique identifier for every job that is created in the system.
  • Charge Type: Allows you to select “Do and Charge”, “Fixed Price” or “Point of Sales” jobs

Note: Different job types refer to different workflows that can be used within Gojee while managing a job. For clarification:

  • Do and Charge Job – otherwise known as a Time and Materials job, this job type allow users to estimate a job, commence the work, and bill the client for costs incurred plus margin.
  • Fixed Price – Allow users to be able to raise a quotation against a job, received quote approval and commence work once it has been approved / confirmed by customer. The quote will be honoured so in most cases the invoices will reflect the quote (not the actual job costs).
  • Point of Sales (POS)– Allows users to transact and record over the counter sales – this is perfect to sell inventory items.

 

  • Job Title: You may add anything for your internal reference and tracking.
  • Customer PO/Ref No: In a case where you receive customer’s PO in advance, you may add that PO number for tracking purpose, or you can come back and add it later.
  • Sales Person: If you would like to allocate a sales person to the job for tracking purposes, you can select the person from this dropdown.

Prerequisites

In order for users to be able to select a salesperson, the staff must have been set up as sales representative. Please refer to Employees and Contractors form more information.

 

Customer Tab

On this tab you can choose the customer for the job.

As Gojee is integrated seamlessly with Xero, therefore all your existing customers from Xero will be available. You can start typing a customer’s name and Gojee will filter the result based on your input:

 

If the customer doesn’t exist, its easy to add the with the create option in this field. Just type the name and then click on the create option in the list as shown below. Customers created in this way will be synced with Xero once the job is saved.

 

 

Job Details Tab

Enter Job Details

a. Preferred Date: Estimate date and time to commence the work. This section allows users to put an estimated job start date. We allow you not only to update the date itself but as well as the time of the job. This comes handy specially in cases where users would like to schedule their staff members on a job and allow them to record their timesheets against the job.

b. Job Site History: While creating a job for the first time for a customer, you might not see any information available in this section however in case of creating a job for a repetitive customer, system will suggest the last job site location(s) – up to 10 sites will be shown.

c. Job Instructions: Job instructions are used for users to update instructions, customers history, or any other contract details that are crucial for your team while carrying out a job. These will be visible by your internal staff and not the customer.

d. Address: This is the job site location. A job site location can differ from customer’s own physical address. We have integrated Google Maps so it helps to suggest a job site location based on your input.

 

BOM (Bill of Materials) Tab: Adding Items

 

The purpose to add Bill of Materials (BOM) to any job is to allow you to detail the combination of resources required for the job. This is used as the main starting point. Once you have added these requirement, you can choose any job action to start your workflows for the job (refer to this section Job Actions).

Gojee treats your Bill of Materials against any job as a baseline and calculates your job estimated revenue, costs and profitability from this. All the other functions by default work based of your BOM i.e. Purchasing, Invoicing, Job’s progress and Recording consumables.

Adding a new line item on the BOM page:

  • You can choose any combination of Stock Items, Professions, Assets, Templates.
  • Adding these items on the BOM does not remove the items from the stock, its used to set the requirements for the job, which feeds into the other modules (Quoting, purchasing etc.)

 

  • A users can select what type of cost is involved within a job. It can be the “Stock Items”, “Professions”, “Assets” or “Templates”.
  • There are two dropdowns at the top of the BOM tab.
    • The dropdown on the left (highlight no 1 in the image above) allows you to pre-filter all items in your file by “Stock Items”, “Professions”, “Assets” or “Templates” . This field is not required, and by default, the system searches “All” cost categories.
    • The dropdown on the right (highlight no 2 in the image above) allows you to search for the specific item you’d like to add. For Stock Items, users can search using Item Code, Item Name or Item Description. For Professions and Assets, users can be search by name alone.
  • Once you have found your items from the dropdown on the right, click on the item in the dropdown and it will be added to your Bill of Material list for the job. The items in the BOM will be sorted such that the last item added is at the top of the list.
Note:If you are unable to search for a particular item that is part of your existing inventory, professions, Assets or Template, it’s most likely because the item is already added into BOM for this job, and unless the item is inside a template, it cannot be added twice at the same level onto the BOM. The system does not allow you to duplicate an item however it allows you to update required quantity as needed.

 

Once you’ve added an item, it will show on the list with several columns of data. These fields are described below:

 

  • Item Code: Indicates the item code of an item that has been added to BOM.
  • Name: Displays the name of the item that has been added to BOM.
  • Type: Indicates the Stock Type:

     indicate and untracked inventory item.

   indicates a tracked inventory item.

      indicates an asset.

indicates a template. By clicking “+” you may expand a template to see what’s included inside.

      indicates a profession.

 

  • Unit: Displays the unit of measure that has been set up in catalogue for the item.
  • Unit Cost: For untracked items, professions and assets this is set in the edit page for these catalogue item. Refer to editing inventory, professions and assets for more information. For tracked inventory items, the cost is based off an average cost of stock on hand, and updated from the purchasing module as items are purchased.
  • Markup%: Indicates the mark up based on the difference of cost (purchase price) & price (selling price).
  • Unit Price: Indicates your selling price for an item.
Note: If there are any changes made to the selling price on the BOM page i.e. the markup has been increased or reduced or the selling price itself has been amended, the system will highlight the “Unit Price” in Yellow with “(?)” available. If a user hovers onto the “(?)”, they will be able to see what the current price for this item in catalogue

 

 

  • Disc%: Allows users to add a discount% on selling price. This can be further displayed on the invoice. If you’d like to automate discounts, refer to the Pricing Schemes section.
  • Qty: Indicates the quantity required of this item to complete the job.
  • Qty (in stock) available: Shows the stock on hand quantity (for tracked inventory items).
  • Qty Reserved: This shows the items that are reserved for jobs (for tracked inventory items). See image below for more information on the formatting of this column.
  • Qty Consumed: Shows the quantity of an item that has been consumed for this job. An item will not be included into actual cost unless it is consumed onto the job. To learn more about consuming items onto jobs, refer to the recording consumables section of the Job Actions knowledge base page (for tracked inventory items).
  • Qty on-order: Displays the quantity that is on order, meaning a purchase order has been raised for this job for this line item and awaiting delivery (for tracked inventory items).

Formatting of the Qty columns on the BOM page:

 

 

  • Total cost: The cost of the item multiplied by the quantity required displays that total cost of an item.
  • Total: Indicates the actual discounted amount based on disc%.
Note: a user can either add the discount % under “disc%” or discount amount under “Disc. total.”

 

  • Total price: The price of the item multiplied by the quantity required displays the total price of an item.
  • Item visibility on quote:
    • this icon means that an item will be included into the quote/estimate by default,
    • this icon means that an item will not be included into the quote/estimate by default.

 

Note: other ways to change the visibility toggle:
  • A user can change the default display options for items by editing the inventory item itself. This can also be done in bulk from the inventory upload/update function.
  • On the quote/estimate pages, this field can also be toggled and changed from the default. Any updates made for this item on the job, either on this page, or on the quote page, will be saved and visible on both pages.

 

  • Removing a line item:
    • this icon allows users to remove an item altogether from the BOM for the job.

 

Note: in Gojee you can set up pricing schemes and apply these to a combination of customers and/or job items. Refer to the Pricing Schemes section for more information. 

 

 

BOM Tab: Changes to Cost and Price

 

Changes to Cost and Price outside the Job

When an item is added to the BOM, the cost and the price of the catalogue item at the time the item was added on the job is stored in the job data. When changes to the cost and price of an item are made after adding an item to a job (this could be via purchasing, or editing the inventory item for example through stock adjustments), this information is presented visually to the user so they can see what has changed.  The cost and or price cell for a line item will change to yellow highlighting in this case:

Changes to COST:

  • Hover over the (?) icon next to the cost field and you will be presented an option to reset the cost saved on the job for this item to the latest catalogue cost:

 

Changes to PRICE:

  • Hover over the (?) icon next to the price field and you will be presented an option to reset the cost saved on the job for this item to the latest catalogue price:

  • Changes to prices can also be done in bulk on the BOM page using the “Reset to Catalogue Prices” button detailed below.

 

BOM Tab: Action Buttons

 

Undo Edits Button:

  • This will enable you to reset the BOM back to the last changed state. Its equivalent to closing the BOM page without saving, and re-opening it.

Reset to Catalogue Prices Button:

  • This will reset all prices for line items on the BOM to the current catalogue price. This function will update price only and not cost. To update costs, you will need to do these one at a time as described above.

Unfreeze Button:

  • This button relates to the state of a quote or estimate for the job. If there is an approved quote for the job, then the system will lock any changes on the BOM page. If you hit this button, the quote status will be changed so that its no longer approved. You will then be able to make changes to the BOM and re-issue a quote from the updated form of the BOM.
Note: The quote/estimate is designed as the starting point for the job. Having an approved quote does not stop you from recording items onto the job that werent included in the quote – this is the difference between the quotation, and the actual cost of the job.

 

BOM Tab: Change Job Markup

 

At the top right of the BOM tab, there is a total shown for the price and cost, as well as a Net Markup % as per the image below:

 

 

The Net Markup % field will calculate based off the total cost and price of the job, however it is editable, so you can change this field to update the prices in your job, as per the image below:

 

 

In this example, the Net Markup % was increased from 8.47% to 15%, and all the line items on the job were updated on a weighted basis accordingly. I.e. the increase in total price has been applied evenly across the items on the job.

 

In the case where a discount has been applied to one or more line items of the job, then the Net Markup % takes this into account as per the example below:

 

 

Note: The Total Price and Cost for the job has remained the same, however the unit price of each line item has increased in this case to enable the discounts to be applied and the resultant Net Markup % of 15% to still remain valid.

 

Comments Tab

On a job, users can save and view comments made by themselves or other users. This section of the job is one way to view and create comments. The other way to do this is from the “View Job” button for any task on the Active Jobs page for users.

Job comments are stored for internal reference and will not be added to any customer facing documents.

  • All the comments added into a job can be viewed by all the staff members who are scheduled for the job. Refer to this link for more information on Scheduling.
  • All the comments added into a job can be viewed by all the admin users as well either by accessing the job itself or going to the staff schedule page.

 

Attachments Tab

After a job has been created successfully (user has clicked “Save & Exit” at the job page), this option will be made available for users to attach any documents to the job:

  • Any type of file can be uploaded.
  • No limit on the number of files.
  • There is a limit on the size of individual files, if you reach this limit please contact our support team and we can assist you.

All uploaded files will be available internally to any users scheduled onto the job, or with sufficient access to see all jobs.

 

 

Saving the Job

Note: changes to the job page will only be saved if the user hits the save “Save & Issue Quote” or  “Save & Exit” before navigating away from the page.

 

  • If the user would like to go directly from the job creation page to the quote page, the user can select the “Save & Issue Quote” button.
  • To return to the Job List page, the user can hit the “Save & Exit”.
  • To leave the job page without saving any changes, users can hit the “Cancel and Exit” button
  • To mark the job as complete in the system, users can hit the “Complete” button.

To learn more about issuing quotes please refer to Quotes and Estimates.