Support Guide. Title: Jobs and Debtors Basics. Support Note: B Title: Jobs and Debtors Basics

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1 Title: Jobs and Debtors Basics Support Guide Support Note: B Title: Jobs and Debtors Basics This Support Note is Suitable for: - Databuild for Windows 2-34 and higher Introduction The system requires Jobs to exist so accounting transactions can be posted. Typically there would be a number of client Jobs and one Job for company purposes, i.e. to post the expenses, asset purchases, income, etc. of the business. The recommended approach is to create a Job GENLED or GL representing General Ledger, through which all general ledger postings, other than Job Costs, would be made. This would be linked to the General Ledger Cost Centre bank. Also create the Jobs to record and control the costs of contracts and/or other activities carried out by the business. These also facilitate the detailed control of the Accounts Receivable function. All Jobs are displayed in a left hand grid, while to the right 7 tabs control job data and information These Training Support Guides are the written resource for use during Post Sales Training. Please make notes during the training to help you remember how the system works. You can reprint these guides anytime as they are included with your post sales training in.pdf File format. Disclaimer: This information is of a generic nature. For specific advice regarding your particular circumstances please seek assistance from your Accountant, the Taxation office in your country or your IT Consultant as appropriate. For further assistance Contact Databuild Support: Australia Phone: support@databuild.com.au New Zealand Phone: (09) support@databuild.co.nz Copyright Page 1 of 7

2 1. Jobs and Debtors 1.1 The Jobs and Debtors Toolbar Add a New Job Select or Deselect All Jobs Delete Search Module Refresh Job Statistics Open the Job Reports Module Exit Copyright Page 2 of 7

3 1.2 Press the White page to add a new job 1.3 The system asks to enter the JOB CODE. This is the Job Number or Job Code. You have 8 Alpha/Numeric characters to label your job, for example, GARD47 which represent Lot 47 Garden Road. You can use whatever code system you like but you can t include characters like!@#$%^&*() only letters and numbers 1.4 The system then asks for a Client Code. This is a Contact Code or Debtor Code. The Code is stored in the Contact File so it can be used for other jobs as sometimes you might be doing more than one job for a Client. NOTE: Add in all the information for this Job. The address is the clients current address that you will send Progress Claims. Copyright Page 3 of 7

4 2. Jobs/Debtors (Details) Support Guide 2.1 Job details allows you to record information specific about the job. 2.2 The options on the right of the screen are detailed below 3. Job Details 3.1 This is where you insert the JOB Details. The address or details entered in here are the details that will appear on the Purchase Order or any other reports that are generated for this Job. 4. Cost Centre Bank 4.1 You must select a Cost Centre bank. Your Cost Centres will already be setup. See Support Guide B-0131 Cost Centres Copyright Page 4 of 7

5 5. Start and End Date 5.1 You can specify the Job Start Date and End date here. These are static entries and can be change by the user. The system does not alter that dates automatically. You can pick these dates up as variables for Custom Reports. 6. Pay Strategy See Support Guide Pay Strategy 7. Parent Job and Database 7.1 Job contents like Bills Of Quantities and Orders information for standard designs or templates can be stored in other databases. Some companies like to keep these jobs stored out of the current database so they don t get accidently changed and so they stay out of the way of current business dealings. They can import the jobs from these other databases and when they do, the details of where they came from are displayed in the Parent Job and Database fields Copyright Page 5 of 7

6 8. Job Details Drop Down Menus Click the icon to change the details in the drop down menu 8.1 You can split your jobs into a few Job Groups to Help categorize them for gathering information for reports. See examples above right and right. 8.2 Job Types can be specified. 8.3 Supervisor and Estimators names can be input here. These names will appear on the Purchase Orders. To edit click the icon 8.4 The Salespersons details can be selected here but the options that appear in the drop down menu are setup in a different section of the Databuild Software. 9. Retentions on Claims 9.1 This is used in commercial building practices where the client applies retentions on progress claims. You can edit the details for Retention setup by clicking the icon. Refer to Support Guide 0422 Retentions Copyright Page 6 of 7

7 10. Job Details Settings Options 10.1 Lock All Budgets when ticked, this locks the jobs budget so that any alterations to the Bill of Quantities or Purchase Orders does not affect the Budget. Budgets can be locked at any time but it is recommended that it be locked at the time the Contract is signed. That way, any changes to the Quantities and values of Invoices and Purchase Orders entered against the job can be checked against the (locked) budget providing an accurate and informative Job Cost Report 10.2 Prevent Estimating Suppresses the Job from the estimating routines. Prevent Posting Suppresses the job from the Posting routine 10.3 GST if the job is subject to Goods and Services Tax The two grayed out Quantities and Orders are ticked when there are Quantities and Orders in the job Disclaimer: This information is of a generic nature. For specific advice regarding your particular circumstances please seek assistance from your Accountant, the Taxation office in your country or your IT Consultant as appropriate. For further assistance Contact Databuild Support: Australia Phone: support@databuild.com.au New Zealand Phone: (09) support@databuild.co.nz Copyright Page 7 of 7