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Any
new work should be opened as a job ticket,
as it happens
A job ticket can be opened anytime
after it is conceived, and certainly before the
work begins. It’s important to open new jobs
as soon as possible, since purchase orders and
time can’t be tracked without a job number.
Anyone can open a new job ticket if they have the access privileges. Adding
a new job is easy: all someone needs to know is the client number, job name
or title, and the work’s description or specifications. Everything about
a job ticket can be changed later, so there’s no real requirement to enter
all of its details now.
The work you do is often similar to jobs you’ve done before, such as a
brochure or an annual report. These types of jobs often have the same details
and options. Spec sheets offer an easy way to automate entering this common
information on new jobs. So when a new job is added, it can be given a job
type/spec sheet.
 Existing
jobs can also be cloned into new jobs. Cloning makes an exact duplicate
of an old job, including its estimates but not due dates, status,
or cost and billing amounts. Cloned jobs get the next automatic
job number. To clone a job, choose Edit > Clone instead of Edit > Add
New Job.
Job tasks can be added when adding a new job ticket, or added later. To save
time, spec sheets can be set up with templates. The template, which is based
on a job type, contains a standard set of tasks. When a job is added with a
spec sheet, its tasks are copied from the template automatically. Since tasks
are used for estimating and scheduling, using a template saves some time. Plus,
it makes your jobs more consistent.
To open a new job ticket
1 From the Job Ticket window, choose Edit > Add
New Job.
The
Add New Job window opens.
2 Enter the client number.
The job’s client should be the one who is most responsible for either
paying for or approving the work. The job is then numbered automatically.
3 Enter the job number.
A new job is numbered automatically, but you can enter your own number. A job
number must be unique, so the same number can’t be used twice. Otherwise,
the job number can contain any combination of ten letters, numbers, and characters.
It can’t exceed 10 characters.
Jobs
are automatically numbered New jobs
are numbered automatically, so there’s
no need to maintain a separate job book
with job numbers. Jobs can be numbered
automatically based on your job number
settings in Preferences. Automatic job
numbers can contain client numbers and
the year. If jobs are numbered sequentially
by client, the next number will be copied
from the client account. Otherwise, the
next number will be copied from the system. |
The automatic job number can be changed. To enter your own number, type in your
new number over the automatic number. Using your own custom number, however,
may interrupt the automatic numbering for upcoming jobs.
If
your job number appears as Automatic, your job numbering preference
is set to always prevent duplicates. If enabled, this preferences causes
the job to be numbered when it is saved.
4 Select a job type/spec sheet.
Spec sheets automate jobs. The job type’s spec sheet, including its estimate
disclaimer, description, and tasks, can be copied to new jobs. Double-clicking
on a spec sheet copies its settings and traffic milestones to the new job automatically.
When the job is saved, the spec sheet’s template (i.e., its tasks) will
be added automatically.
Jobs
don’t need spec sheets. If this job doesn’t need a spec sheet,
click the Don’t Use Spec Sheet button.
5 Enter the new job's remaining details:
Name/Title The
name/title is a short description of the job. It
appears almost everywhere on windows, forms (like
the estimate and invoice), and printed reports.
Start Date, Due Date Start date can be the date the job was opened,
approved, or the date work was started. Due date can be the date of the
job’s final approval, delivery, printing, or some other important
date. Both dates appear on production windows and job reports.
Client Contact, Agency Contact The client contact is the person
who will be primarily responsible for approving this job or tracking
its progress. The agency contact is the person inside the shop who will
be most responsible to the client, such as the account executive.
Desc/Specs The description/specifications field contains a complete
description of the job that your client should see on estimates and invoices.
This text appears on the top half of the printed estimate, above the
tasks. Although you can enter up to two pages worth of text, a long description
will cause the estimate to print onto two or more pages. Specific, detailed
printing and creative information about this job should be added on the
job’s Print Specifications or Work Order windows.
Production Status The production status classifies the job based
on its progress. Status codes are customizable, and you can have dozens
to better track your jobs. All jobs get the default “new” status
when they are opened. You can change the new job’s status by selecting
a status code from the Status Lookup List.
AE/Team The production status classifies the job based on its
progress. Status codes are customizable, and you can have dozens
User Fields User fields provide an easy way to include specialized
information about a job. These fields are completely customizable, and
appear on estimates and some job reports. The first two fields, Project
and Client PO, are system settings from Preferences. Jobs can be found
by these two fields, so they are the most useful. The other user fields
can contain printing information (e.g., color, paper stock), client accounting
information (e.g., brand, form number) or agency information (e.g., location).
There are two parts to the user fields: the left-hand column contains
the field labels (they appear in bold); the right-hand column contains
the values you enter.
Initial Budget The
job’s initial budget is for internal use only. It appears on the
printed Job Ticket form to give the production people a guideline for
estimating. It lets the account exec enter a ballpark idea of what the
client wants to spend on this job. The client doesn’t see the initial
budget.
Charge Number/Cost Center The
charge number/cost center is provided by the client, and is used by their
accounting department. It appears on printed estimates and invoices.
Traffic Assignments Traffic
assignments are the key production, creative, and account service people
responsible for managing the job. The initials of the job’s account
coordinator, creative director, art director, copywriter, etc. are entered
into the assigned to fields, which are used by production and traffic
reports. The traffic names themselves are a customizable system preference.
Profit Center A
job can be opened for a specific profit center. Jobs can be tracked by
profit center, which can be different departments, divisions, or client
groups within the shop. Job reports can be printed later by profit center.
This option lets you group jobs by profit center.
Bill Rate The
bill rate setting determines which billing rates (i.e., task, staff,
or client) will be applied to this job’s time. The default rate
setting is copied from Preferences but is replaced by the spec sheet’s
setting, if applicable. The setting can be manually changed using the
pop-up menu. It will be applied to every task added to this job.
6 Click Save.
Once the job is saved, it is available instantly to anyone using Clients & Profits.
This job will appear on job reports, job lists, and job summaries the next time
these reports are printed.
The next step is adding tasks to this job ticket.
To add tasks to a job ticket
If the job was added with a job type/spec sheet, the tasks from the spec sheet
will be copied to the new job automatically. Otherwise, you'll need to add tasks
to the job. Job tasks are needed before the job can be estimated or scheduled,
but can be added later. Tasks can even be added while you’re working elsewhere
in Clients & Profits X. Once a job has tasks, purchase orders can be added
and time can be tracked on time cards.
The Add jobs tasks window allows you to add tasks to a new job ticket once it's
been saved. Like job tickets, changes can be made to job tasks at any point during
the job's life -- including after the job is closed. The changes you make to
job tasks take affect when they are saved. Click
here for step-by-step instructions.
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