10.1 Small Job Maintenance (10110m)

Having designated a Project to a Small Jobs Project type, ie Question 7 Accounts Control Code = to Small Job, then a specific form of sub-project called a Small Job may be created with an allocation from 2001 to 7988 being treated as individual Small Jobs.

Each job has a master file similar to the Project Master File for the maintaining and control of the specific small job. The job addition also includes the raising of standard interface orders for Accounts Receivable, Journal, Payroll, etc to reduce the operator time maintaining the system. (Before commencing maintenance, ensure that the proposed customer is entered in as an Organisation or cash sale).

The option exists to create an Authority to Proceed that will insert the Small Job Note into a pre-formatted document to provide a written authority to proceed.

1. Project Number:
   The small jobs project must already exist having been setup in 3.1
2. Job #
   Small jobs start at 2001 - 6997 and are by default stepped by increments of 10 for small jobs. The small job number description is used as an allocation descriptor in relevant reports and comes from the first line of the job description. Small Jobs Project may include standard allocations between 1000 - 1997 and 8000 - 9997 to enable shared costs to be applied to a project. (These allocations would be loaded using traditional Budget Maintenance 3.6)
3. Job Description (note 260)
   The extended job description
4. Organisation
   The 6-digit organisation code may only be selected from previously entered codes. (If your secure 7 Minor Works = 8, then you will have an optional ADD button that will enable an organisation to be added/updated on the fly)
5. Responsible Person RPC
   The RPC code of the person responsible to ensure the job is completed to company standards (any changes to this code is recorded in the security log file so people abdicating responsibility may be monitored)
6. AR Invoice note 261
   This field is used to populate the Accounts Receivable Invoice. At entry will default the value in note 260. By having this field readily available, the operator may upgrade the note with information/results obtained that will appear on the AR Invoice.
7. Framework : Project
   Which project to be used as a default master
8. Framework : Allocation
   The particular allocation to be used as the basis for raising the default orders/controls to manage the job.
9. Job Status 242
   The overall controlling code to summarise the job progress (ToDo List = 242 codes)
10. Payment Method 323
    How is the job to be paid for! Depending on the value of (ToDo .....), the control will require the Organisation Customer Maintenance controls to be observed in the determination of payment method/terms.
11. Margin Method 249
    Basis for calculation of Accounts Receivable value. If cost based, then obtain the required data to enable an invoice to be raised.
12. Value
    If margin method is Lump Sum, then the User may enter the agreed value. (There is no concept of Variations in Small Jobs and so this value needs to be adjusted, or at least removed if the Scope changes).
13. Percentage %
    Other displayed Values
    
    • Invoiced AR
    • Received AR
    • AP Committed
    • AP Approved
    • AP Paid
14. Job In house note 262
    This note is used to record information (including quality verification process). It is used in house to record the progress and relevant activities that have occurred.
15. Create Sundry Invoice
16. Related Objects (Small Jobs)
    This allows the linking of Assets, Stock Items, Serial Numbers, Orders, Documents, etc to be linked to the Small Job so all relevant information may be viewed from the control management screen.