Job Project Overview
Job Project may be considered as any operation or group of operations pertaining to the management of a business related task. Job Project management software provides a set of integrated features that allow an organisation to collect, track and analyse business activities and profitability across projects of any scale.
The functionality typically includes tools that allow for agreed upon time frames, planning, quoting, budgeting and billing, as well as the management of inventory, resources, documents and digital assets, activities, allocation of plant assets, Clients and Vendors. Retention management is also a key component of Job Project software for both Vendor and Clients, where a fixed amount or percentage and release date is mutually agreed upon at the commencement of the Job Project.
Data visualisation tools can assist with interpreting multiple factors of large data sets. One example of such a tool is a Gantt Chart which graphs tasks against time to assist with Job Project time management. This helps to ensure goals are achieved throughout the project lifecycle and ultimately results in profitability. The Gantt Chart also allows for the synchronisation of resources and activities to ensure that there is no overlap or double booking of resources. Risk Register assessment tools can also be utilised towards this end by providing a repository to capture all identified threats and opportunities relating to the project for consideration.
The SapphireOne Job Project is utilised for any activity where costs and/or income needs to be tracked and calculated. The Job Project may be a large scale project, or as small as a single Job. In either case, a record of both costs and income is a requirement. The user has the ability to manage and revise budgets at a Job Project level, which may be reported through a Profit and Loss (P&L) and/or a Balance Sheet. In addition, the user has the ability to report on Projects at a Project Parent level, Project Child Level and Project Class level.
The Planning / Quote functionality in SapphireOne gives the user the opportunity to plan a project by splitting it into a number of tasks, activities or projects. The basic Costing and Billing details of each may then be monitored. It can be used to compare Expected Costs with Actual Costs, as well as Expected Billing and Actual Billing amounts. The Planning / Quote functionality also displays the quantity and dollar amounts of non-tracked items as well as a total amount of Orders and Purchases that have been processed for the Job Project to date.
SapphireOne Job Project incorporates Plant Costs functionality, commonly used for all mining, constructing, designing, developing, permitting, and testing the applicable plant and other equipment purchased by an organisation that is responsible for the plant. SapphireOne Job Projects is also fully integrated with SapphireOne Contact Relationship Management (CRM) functionality to help Project Managers stay connected with all relationships related to the Job Project, including Vendors, Clients, Resources, Employees and other interested parties.
Job Project Details Page
When first Looking or Modifying a Job Project Inquiry the Details page is the first page the user is presented with. The user can change the Page they are viewing by navigating to the Page drop-down menu on the left hand side of the SapphireOne Toolbar.
This area displays basic information about the Job Project such as the ID, Description, Area and Class.
- ID – By default SapphireOne will automatically create a sequential Job Project number. If this functionality is not required the user may go to Master Defaults and deselect the project number checkbox. If this is done the user will then have to manually enter in a new Job Project ID when any new Job Project is established. SapphireOne recommends establishing an ID naming convention before entering any Job Project ID’s, as once saved these new Job Project ID’s cannot be deleted or reused. However it can be amended by going to Utilities > Utilities > Sapphire Tools > Change ID.
- Description – Enter in a Description or Name for the Job Project. Unlike the ID above, the Job Project Name may be altered at any time.
- Area – This field’s drop down menu is customisable. It allows the user to create a drop down list to select from for any desired purpose.
- Class – All Job Projects may be assigned to a Class. This enables additional Searching, and Reporting for Job Projects within the assigned class. For example, reporting a Profit & Loss or Balance Sheet by Class.
- Status – The status is set by selecting from the drop down list as follows.
- Active – When the Job project is first created it will be set by default as Active.
- Hold – Hold will prevent any further processing of any transactions for the Job Project.
- Finished – The Job Project will no longer be listed in any list of Job Projects, and if linked to a Parent, will no longer be displayed in the Parent Job Project.
- Risk – A risk may be entered with a value of 1 to 25 depending on the severity.
- Company – SapphireOne will automatically enter the company that the user is logged into when this Job Project was created.
- Department – This is an optional field as the entry of a department is dependant on a number of factors. For example one factor might be if Job Project reports are to be generated at the department level.
- Document Paperclip – Clicking on the Paperclip will display the Document Management dialog box. See below for details.
There is a paper clip in the top right hand corner of the first page of all data entry and all inquiry screens within SapphireOne. Within all data entry and inquiry screens there is also a separate page just for managing documents i.e. version control.
The red colour of the paper clip indicates that there are no documents attached to this transaction. When a document has been attached, the paperclip will turn green and the word Items will be prefixed by the number of documents currently attached to this transaction or relevant record. An infinate number of documents may be attached to a transaction or record at any time.
In either case to add a document, select either the or paperclip, and the following Document List pop-up will be displayed.
Please note, the Document List screenshot below is identical for both Mac and Windows users.
Any type of document can be attached using the Paperclip. Examples of types of documents include Adobe Acrobat, Spreadsheet Documents, Word Processor Documents, Photo Files, JPEG, CSV, HEIF, MP4 files.
Documents can be attached using Drag & Drop functionality. To use this functionality simply drag a document from the local computer into the Document List screen and it will append automatically.
There are eight buttons and icons on the Document List screen. These are as follows:
- When the button is selected SapphireOne will open the currently highlighted document for viewing. The appropriate software must be installed on the computer or device before opening.
- When the button is selected SapphireOne displays a pop-up which asks the user if they want to Import a New Version of the currently highlighted document. The new version will still be linked to any transactions as was the old version.
- When the Scan button is selected SapphireOne will access a local or network scanner, and following the usual prompts allows the user to Scan a Document Directly into the data file and link it to the transaction. The appropriate scanner with software must be installed on the local machine or network.
- The Save button allows the user to save the currently highlighted document to the disk.
- The Link Document button allows the user to link the currently highlighted document to other transaction or transactions in the data file. A pop-up will be displayed allowing the user to make their selection.
- The Link Existing document button allows the user to link an existing document in the data file to this transaction or record. A pop-up will be displayed allowing the user to make their selection from a list of documents.
- The Delete button when selected will delete the currently highlighted document.
- When the Plus button is selected SapphireOne will display a search function allowing the user to select a document that is currently on the local computer.
The Grouping area displays a number of Tags which may be customised by the user. The Grouping Area includes three tags, which are by default named: Tag, Tag2 and Tag3. The user may go to Utilities > Controls > Master defaults > Job Projects Page and rename the Tag headings as required. There is also a provision for the linking of a Parent Job Project to this Project.
- These same three tags are also displayed as part of the details displayed when the list of Clients is on screen. The tags are mainly used for reporting and reconciling Clients details.
- When a detailed query is executed they form part of the list of Fields.
- When a Quick Report is executed they are listed as part of the Master Table and all SapphireOne report writers have these fields accessible.
- All tags can be used within the Custom Inquiry screen.
- Note that a tag of HOLD is hardwired into SapphireOne. When it is selected the transaction may not be posted until the tag status of HOLD is removed or altered to something other than HOLD.
- Most of the Tag Headings are user configurable.
- The Tag Headings may be re-named by going to:
Utilities \ Controls \ Master Defaults \ then select the appropriate functions Page
- The Tag Headings may be re-named by going to:
- All of the items in the Tag drop down lists may be created by the user.
- The drop-down menus are created by entering in an item not on the list, then (tab away). SapphireOne will ask if you want to add the new tag to the list.
- To remove a tag, hold the Control or Command key down and then select it. You will be asked if you want to remove it from the list.
- Parent Project – This data entry field must be left blank if the Job Project is not to be linked to a Parent.
- However, if this Job Project is to be linked to a Parent Job Project the link must be established here in a Job Project Inquiry.
- The Parent Job Project must already be set up so that the Parent Job Project’s ID may be entered into this field.
- Parent Project Name – Once a Parent Job Project has been created and the ID entered, it is then known as a Child Job Project by SapphireOne.
In a Job project a Client may be entered as required. This area now displays information about the Client such as the ID, Name, Area and Class.
- Client ID – The Client ID is entered here. SapphireOne recommends establishing a criteria before entering any Client ID’s, as once saved these ID’s may not be deleted e.g. SapphireOne can be entered as Client ID ‘SAPONE’. Once the ID has been created it will become the default Client ID for the Client. Under normal circumstances the Client ID will not be changed or modified, however it can be amended by going to Utilities > Utilities > Sapphire Tools > Change ID. Only an authorised user can modify a Client ID.
- Contact – The first contact in the list of contacts for the Client will be displayed here.
- Phone – The Clients telephone number will be displayed. If the SpliceCom telephone system plug-in has been installed, selection of the Call button, will initiate a call to the telephone number from within SapphireOne.
- Client Job Project No – If the Client has provided a Project number it may be entered here.
- Retention Terms – If retention terms have been mutually agreed for either Client or Vendor, the period that they are set up for must only be set in days. Once the number is entered SapphireOne will add the suffix “days“.
- The user enters the percentage amount along with the number of days until the payment is due. When a Sales Client Invoice (SCI) or Job Client Invoice (JCI) is raised, and a Job Project is assigned to it, the total amount owing will split across two invoices when posted. One Invoice will display the retained amount and the other will display the remainder due.
- The retained amount Invoice’s due date will reflect the number of days assigned in the ‘number of days until payment due’ field, located in the Job Project.
- This functionality is available for a CI, SCI and a JCI.
- Purchase Order – If a specific number is to be used on all invoices for the project, it may be entered here. SapphireOne will automatically enter that number into all invoices. The user may alter it if required on a transaction by transaction basis.
If a Client is entered into the Client Area, SapphireOne will access the Clients Master Record and display their credit details here. This display of the Clients Total Due, Credit Limit, Remaining Credit, Last Billing Date and Invoice Number is in real time.
- Total % – This refers to the suggested value of the client retention to be charged for the Job Project. Based on this, the user can manually decide the percentage per invoice in the Percentage invoice field below.
- % Per Invoice – When data entry is performed the Percentage Per Invoice auto fills the retention value on the individual line. This Percentage will be applied to all invoices for the Job Project.
- Update From Budget – Selecting this button will pre-fill the Total Percentage field based on the previous budgeting set up within the Planning / Quoting Page of a Job Project.
- Owed – This relates to the amount retained.
- Practical Completion – This refers to the practical date in which the Job Project is expected to be completed except for minor defects. This can be entered as a percentage or a date.
- Defects Liability Expiration – Job Projects require that Defect Liability Insurance is taken out. The Projects Defects Liability expiry date may be entered here as a percentage or a date.
This area has two data entry fields. They are directly linked to any timesheets that are used in the Job Project.
This area is also directly linked to the Open Billing Run tool on the Tools drop down menu when a Job Project Inquiry list is on screen.
- Start – The Start date is the date the Billing cycle will begin.
- Days – This refers to the number of days within the Billing Cycle.
- When negative days are entered it will be billed from the following month. For example, -10 will be 10th of every month, -31 will be the 31st for a long month. But for a shorter month it will be the last day. For February it could be the 28th if it is a leap year.
- For any new JCI’s with a Job Project set up with the bill cycle details entered, SapphireOne will change the delivery date to the end of the billing cycle. This is calculated from the start date as entered.
On the More Details page of the JCI, all the transaction lines between Date In and Delivery Date of the transaction will be loaded. The user can then click on the Auto button to allocate all of them.
When time sheets are imported, SapphireOne looks for all time sheets before the calculated finish date. Any that have been missed or not included from earlier billing runs will be included as well.
This area has three data entry fields for the entry of a Sales Rep and a Carrier if required.
- Sales Rep – If required for the Job project a sales rep may be entered here. They may be reported on and used in custom reports.
- Carrier – A Carrier may be entered here. They may be reported on and used in custom reports.
- Activity – A custom rate for an activity may be entered here.
In this area Start, Estimated Finish and Actual Finish dates may be entered.
A date picker is available to simplify the entry of a date.
Contacts Area CRM
When SapphireOne CRM contacts is first selected from the drop down menu SapphireOne displays a complete list of contacts.
- When SapphireOne CRM contacts is accessed from an Inquiry, all Contacts in SapphireOne with a status of Active will be listed as can be seen in the screenshot below.
- It should be noted that contacts, when accessed here in a SapphireOne CRM contacts Inquiry, and from the Palette, the Main tool bar operates as normal. The user simply highlights a contact and uses, Look , Modify or New from the main toolbar. When changes are to be Saved use the Save icon
- Highlighting a contact and selecting the Delete button on the main toolbar will remove the selected contact. In addition from within a table you can use the Minus button for the same result.
- Selecting the Add button on the main toolbar will start the creation of a new contact. In addition from within a table you can use the Plus button for the same result.