Jobs

A JOB in Funtion Point revolves around the Estimate and is really the same thing. 

  • This gives you the ability to set up your specific phases, services and tasks for a particular job only once.
  • With a simple click of a button it allows you to be ready to start tracking time (and ultimately profitability) to the job.

Table of Contents

Click on any of the titles below to navigate directly to related information or scroll down to view the entire page. 

Find Job

List Job  

View Job

Add Job  

Job Status

Job Updates and Revisions

Find Job

Job Find
Enter your search criteria on the find page.
  •  This can be any information you know about the job.
    • All or part of the job name or number.
    • The project if one is associated to the job.
    • The job type.
    • The approval status of the job.
    • The staff member who created the file.
    • The company that the job is for. 
    • Remember, you can search by any field or combination of fields that appear on any list page.

This will result in one of three potential pages being displayed: 

  • If there are multiple jobs found, then the list page will be displayed.
    • Select the desired job to go straight to the details.
  • If only one job is found, then the detail page will result.
  • If there are no jobs found, a red stop sign with the words "Sorry, no contact was found" will be displayed.

Tips on Finding Specific Records.

  • Enter just the first few letters of a name or other information (such as city) being used to query.
    • This will ensure that spelling errors do not occur in the search and an inaccurate result.
  • To find a range of Job Numbers or Dates use three dots between the values and then hitting tab.
    • For example July 1, 2007 ... July 31, 2007. 
      • Leaving the second value blank will go to todays date or most recent job number.
      • Leaving the year black will default to the current year.
  • If you are searching for something specific always click "find" as "find all" will always show you the entire list.
  • You can choose to search by text that "begins with," "ends with" or "contains" by selecting the appropriate radio button. 
  • Clicking a date on the calendar will populate the date field with the specific date you choose.

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List Job

Job List

The list view displays multiple rows of records from the module selected.

  • Selecting, Sorting, and Printing are the primary actions taken from a list view.
  • The number of rows in the found set is displayed just below the header.
    • The system default is usually set to show only 25 rows which can be changed in the admin section.
    • If a search of the module results in more than 25 records, a double arrow button with page numbers will be show above the column headings. This allows paging through the records.

You have the ability to sort through the list to present the information in a more meaningful fashion.

  • Always remove the previous sort order by clicking on the eraser icon to avoid confusion.
  • Click on the column header you want to sort by and you will see a ascending or descending arrow.
    • To change the direction of the sort, click on the column header.
    • To sort by multiple columns click on each column you would like to search by.
      • For example, you can sort by company type, then alphabetize within the company type by clicking on the company name column.

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View Job

Job Detail
The detail page shows an individual record from the module. There are specific sections and features of the detail page that are consistent across all detail pages in the system.
  • These include:
    • The location of the page name.
    • The upper page details and functional icon placement.
    • The view variable lower inserts.
The page name is always in the left hand side of the white bar just below the primary navigation icons companies and contacts. This title represents the upper page details. The company details page holds the main information about name, address and phone number.
  • The icons on the upper right hand side will allow you to navigate directly to other components of the system.
    • Place your mouse over each icon to see pop up balloons with associated titles.
The variable lower insert provides access for viewing and navigating to related contacts and notes for the individual.
  • Each View permits the user to see related information.
    • Selection of the Contact icon will display all of the employees for the contact's company.
    • Selection of the Notes icon will display all notes that have been made for the individual within the system.
When viewing this related information the user may select an item to navigate to its detail page.
  • Try selecting a contact. Then select the company name on the contact details page to navigate back to the company detail page. This is an example of navigation using internal related links

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Add Job

Once an estimate has been created, a job must be set-up in order to track time and expenses for work being done. This is done by simply clicking on the add job for this estimate on the estimate detail page. Once the job is open time and expenses can be tracked to it.

  • This includes services performed by your organization and expenses billed out by your organization.
    • Services are typically items like auditing, marketing planning and designing. 
    • Expenses are items like printing.
    • Services/Expenses are set up in the Admin section and are attached to a job through an estimate.
  • Jobs typically include information like:
    • Job Number: A unique number that would identify the job.
      • Job numbers are defaulted to a system value and will match the estimate number.
    • Job Name: A Name for the job.
    • Job Type: Job type can be used to group your company's jobs into a logical set.
      • For example, a company may have job types of "In House", "Design", and "Web Development".
        • Job types can be configured specifically for your company through the list maintenance area in Admin.
    • Company Name: The Customer for whom the job is for.
    • Status: Different statuses of the job, such as Invoiced, Open or Closed.
    • Project Name: Jobs for a customer can be grouped into a project.
    • Billing Status: The status of the billing.
    • Office: Offices are different branches of your own company and is an optional component of the system.
      • For example your company may have a branch in Toronto and one in New York and the branches may work differently, have different logos etc.
    • Tax Group: A set of taxes that can be applied to the job.
      • These taxes are set to specific services and expenses in the admin section of the system.
      • The tax group can be set up by job or client based on what taxes should be charged.
    • Job Open Date: The opening date for the job.
    • Close Date: The closing date for the job.
    • File / Image (150x150): A file that is relevant to the job and should be stored with it.
      • If the file is an image, a thumbnail (small image) will be shown on the Job Detail page.
      • If the file is a regular file then a link will be created to the file.

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Non-Billable Jobs

Not only is it important to track time and expenses to billable jobs, it is important to understand how much work is being done on non-billable work.

  • Set up one or more jobs as non-billable in the system to track items such as:
    • Admin time.
    • Prospecting and business development.
    • Internal meetings.
    • Sick and vacation time.
    • Etc.
  • Creating non-billable jobs will help ensure your organization is tracking all costs to the business appropriately.
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Job Status

Job status options are controlled in the list maintenance area of admin.

  • You can add as many statuses as you like to facilitate tracking within Function Point.
    • They must be set as an alias of one of the required fields.
  • Any status set that is an alias of open will allow you to track time and ensure the system treats the job the same way as any open job.
    • Required fields are:
      • Open - time and expenses can be added to the job and the job will show on the dashboard jobs list.
      • Completed - time cannot be added to the job, expenses only can be if this option is enabled in system preferences but job is still considered active.
        • This is a step that can be put in place prior to invoicing if the accounting department needs to get notified of what invoices to create.
      • Invoiced - time cannot be added to the job, expenses only can be if this option is enabled in system preferences and the job is considered to be finished.
        • This status only becomes visible when a job has a final invoice created for it.
        • Creation of a final invoice will automatically change the status to invoiced.
        • Interim or retainer invoices are not considered invoiced and will remain in open status unless manually changed.
      • Closed - time cannot be added to the job, expenses only can be if this option is enabled in system preferences and the job is considered closed.
        • This status is for use when a final invoice will not be created.
          • This might be a job where the interim invoice became the final invoice and the job just needs to be closed.
          • It may also be a job that no invoice will be sent out on.
      • Cancelled - time and expenses cannot be added to the job and the job is considered cancelled.

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Job Updates and Revisions

Job Update

Job information can be updated through the edit job icon, but changes to the phases and services must be done through the estimate module.

  • Edit job will allow you to change high level items such as:
    • Whether the job is billable or not.
    • Status.
    • Job Name.
    • tax group.
    • Adding files.
    • Etc.
  • Major changes to the job such as adding a new service must be done by updating or revising the estimate.
  • Clicking on the add contact icon will allow you to add additional contacts to the job.
    • This will ensure that each employee working on the job will have the job show on their "my" list on the system dashboard.

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