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Gojee Knowledge Base / Jobs & Projects / Job Actions

Job Actions

Last updated on September 6th, 2023

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Introduction

Job actions are available for users to be able to record different actions against any active job.

Job Actions can be accessed in two ways:

  • From the navigation “Breadcrumb” section from within a job at the top of the page:

 

Editing Jobs

Note: If a user navigates away from the job page without clicking “Save & Exit” no change will be saved. It is important for users to hit “Save & Exit” before navigating away from the job page.

 

Editing jobs allow users to update / change the job after it has been created.

Clicking “Edit Job” navigates customers to the job creation page:

 

Refer to the Create a Job section for more information on the job fields.

When editing a job, all parts of the job can be updated in most cases, with some expections such as if the job BOM is in the “frozen” state (i.e. when a quote is approved). Refer to the BOM section of the Create a Job page for more information on the job freezing.

 

Prepayment

You can take a prepayment against any job in the system if your business requires. Refer to this link for more information Deposits and Payments

 

Quotes

From this page within the job, you can create and send quotes to your customers for this job. You can also view all the quotes / estimates that exist for the job. Refer to Quotes and Estimates for more information.

 

Review Job

The Job Review page lets you look at your job’s progress in real time, and compare the budgeted costs and revenue to actuals.

The cost budget and quantities come from an approved quote, or the Job BOM page if no quote.

The numbered items from the Job Review page are explained below:

  1. Estimated Qty. indicates what was the quantity of the item indicated while creating the quote / estimate for this job.
  2. Used Qty, indicates what item qty has been recorded against this particular job.

Note: Any inventory purchases made for a job will automatically be consumed for a job and have the costs allocated on the job review page once the item has been received, so long as the Automated Consumption button is selected when receiving the goods ordered. Refer to the Purchasing section for more information.

For your existing stocked inventory and assets, you will need to manually consume these costs against the job. Refer to the Record Consumables section below for more information.

For professions, your employees or a manager must record time against the profession for a particular job for the costs to show on the job review page. Refer to this section for more information Time Tracking.

 

  1. Cost Budget, indicates the budget for a particular line item, driven off information entered onto the BOM page (refer to the Create Job page for more information).
  2. Committed Cost, indicates the amount of Purchase Orders raised for a job, but not yet incurred onto the job.
  3. Incurred Cost, indicates the amount of items that have already been consumed for a job.
  4. Remaining Budget, indicates the remaining budget after subtracting Committed + Incurred Cost.
  5. Forecast Completion Cost, is a manual entry for users to insert a forecasted completion cost on a job or project to track Forecast final cost as well as Forecast Variance to Budget.
  6. Forecast Final Cost, It is calculated by summing the Committed Cost, Actual Cost and Forecast Completion Cost (i.e. Forecast Final Cost = Committed Cost + Actual Cost + Forecast Completion Cost).
  7. Forecast Variance to budget, is calculated by subtracting the forecast final cost from the cost budget.

 

Schedule

Allows you to schedule you staff members onto a particular job and record their timesheets against the job. To learn more about scheduling workers onto jobs Refer to this link for more information

Pre-requisite:

In order to schedule a staff member onto a job, you must have the professions set up in Gojee.

 

Clicking schedule from the Job Options, will take you to job scheduler page.

 

Invoices

This option allows you to create, view and manage all invoices against a particular job. Clicking invoices will display all created invoices for a job as below:

 

New Invoice: This allows you to create a new invoice for a job. Refer to Invoicing section for more information.

Create Invoice from a Quote: This option allows you to create an invoice by copying all the information on a Quote / Estimate already created for a job. To learn more about Creating Quotes / Estimate refer to the Quotes and Estimates section.

Using Create Invoice from a Quote replicates the invoice details based of your Quote / Estimate itself. If you had hidden any item’s price, qty or a line item all together, it won’t be displayed on the invoice.

 

Recording Consumables

This option allows you to record your stock items against a job. If you have raised a purchase order through Gojee and received items against it, Gojee will automatically record the required quantity against a job if the “Automated Consumption” button is clicked on the Goods Receipt page. Refer to this link for more information

To consume an item against a job:

  • Click Job Actions > Record Consumables
  • You will be navigated to the record consumable page as below:

The numbered items in the image above are explained below:

    1. Indicates the name of your stock item or asset that you added in bill of material for the job.
    2. Indicates the available quantity in your stock for the item.
    3. Indicates the quantity required for this job.
    4. Indicates whether something has been recorded against this stock item or asset.
    5. Indicates whether you are consuming or returning an item.
    6. Allows you to pick the correct stock location to consume the items from, OR, allows you to consume pre-reserved instances onto the job.
      • To learn more about setting up multiple stock locations, refer to the Settings section.
      • To learn more about stock reservations, refer the section below.
  • To record an item against a job, select the stock location and enter the quantity that is consumed. Note: location is not required for untracked items.

 

Note: You do not need to consume an item manually if you have raised a purchase order through the Job Stock Orders function, unless you have chosen to not automatically consume the item at the goods receipt stage.

 

In the case that the consumption is not automatically done, the items ordered for the job will be allocated to stock, and reserved for the job, so the system will not allow them to be consumed onto other jobs. To consume the reserved items onto the job from the record consumables page, simply select “Reserved Instances” from the dropdown in the Qty to Consume column (i.e. instead of selecting a location).

 

To return and item to stock (i.e. reverse the consume process):

You can return an item in case if the item was consumed by mistake or customer cancelled an order after you processed it. To return an item:

    1. Go to Job Actions > Record Consumables
    2. You will be navigated to the record consumable page

3. Click Return from the top right menu:

4. Enter the quantity against the item that you wish to return (please ensure that you select the correct warehouse if you are using multiple stock locations)

5. Click “return to stock” and stock will be returned to your warehouse.

 

Picking Slip

You can print Picking slips to be used for your staff to pick the items from warehouse when you have consumed an item. To print a picking slip:

    1. Go to Job Actions > Record Consumables
    2. You will be navigated to the record consumable page
    3. Click Print Picking Slip from the top right menu:

4. A Picking Slip will be generated showing all the items for the job along with required and recorded quantity:

 

 

Reservations

 

Reservations allow you to reserve stock on hand for jobs. This means that these stock items will stay in stock, and on hand, but they wont be available for other jobs to consume or reserve.

 

To reserve stock items for a job:

  • Click Job Actions > Reservations
  • You will be navigated to the Reservations page as below:

 

 

The reservations list will be blank if no reservations have been made already for the job. Note: the Job Stock Orders process can also create reservations at the job level as purchase orders are raised. In this case, the items will show as “on order” on the reservations page as per the image below:

 

  • To create a new reservation, click on the “New Reservation” button at the top right of the page and you will be directed to the following page:

 

 

  • All of the stock items required on the job BOM page will show on this page. Refer to the column “Available Items” for information as to what stock is available to reserve. The “Quantity to Reserve” column will default to what’s required for the job if the stock item is available. You can remove the lines that aren’t available to reserve using the (x) icon at the end of the row. Doing this will result in the following information shown on the page:

 

 

  • Be sure to select the location that you are reserving the stock from in the last column (as stock can exist in multiple locations) and then hit the create reservation(s) button. You will be directed back to the reservations list page for the job, showing the reservations that have been made:

 

 

Note: Once the items are reserved, you will need to consume them onto the job through the record consumables process using the “Reserved Instances” option in the location dropdown as highlighted below:

 

 

  • Once you have consumed the items onto the job from the record consumable process, the reservation will be updated as “Fulfilled” as per the image below:

 

 

 

Purchasing

This action allows users to raise Purchase Order for the items required specifically for a job from Gojee. Refer to the Job Stock Orders section for more information on this process.

 

 

Delivery Dockets

You can create one or more delivery dockets for a job as it progresses. As you create multiple delivery dockets, the system will track what’s already been shipped, and what’s on back order.

To create a deliver docket:
1. Go to Job Actions > Delivery Dockets
2. You will be navigated to the Delivery Dockets page where you can see all the delivery dockets created against a job:

3. Click on “New Delivery Dockets” from the top right menu

4. You will be directed to the Delivery Dockets creation page:

 

  • The line items will be shown based on your Bill of Materials (BOM) for the job.
  • The Qty Ordered amount is what is. required for the job from the BOM page.
  • The Qty Shipped amount will default to what items have been consumed onto the job, that are not yet delivered. This field will set the qty shipped amount for this delivery docket.
  • Qty B.O. is the quantity on back order. Its the difference between what’s required for the job, and what’s being shipped in this delivery docket, or has already been shipped.
  • You can choose to remove any line items from the list if you don’t want them to show on the delivery docket.
  • The Invoice To field will default to the customer details for the job.
  • The Deliver To field will default to the site address as set on the job settings tab, however you can edit it as required.

5. After making the required changes, Click “Create Delivery Docket” at the bottom left of the screen:

6. A pdf document will be generated that you can print and post onto your deliveries:

 

FAQ

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