Job Definition Fields

Click field names to display descriptions. Newer fields have been added to the bottom of this list; therefore, make sure you scroll to the bottom of this page.

Displays the job acronym and system assigned job number or displays the job number you keyed on the Initial Job Maintenance window.

Accept or change the default system date using MMDDYYYY format. The Start Date of a new job may be changed to a date that is no more than 6 months (183 days) before or beyond the system open date. Previously, you could not perform any backdating for the start date. The system does still record the date you actually opened the job on the system even if your start date is different.

Also, for jobs that have been closed, you may reopen the job with the original start date.

Displays the sign on office code. If you are authorized to other offices, you may override this code.

Key the Client code you want attached to this job. If a job was selected from the Open Requests box, the Client code defaults from the Job Request.

Key the Product code you want attached to this job if the Client is set up by Product. If a job was selected from the Open Requests box, the Product code defaults from the Job Request.

Key the Brand code you want attached to this job if the client is set up by Product/Brand. If a job was selected from the Open Requests box, the Brand code defaults from the Job Request.

Key the identification code of the job type that applies to this job. The job type ensures that the correct billing instructions are used. Job types are defined in Admin|Jobtype.

Key the identification code of the subtype if a job type is keyed and the job type requires a subtype.

Key the Description of the job. If the job was selected from the Open Requests box, the description defaults from the Job Request. . The Character Count feature helps you keep track of your keystrokes. Each time a keystroke is made in the Description field, the number is reflected in the Character Count area so you know when you are reaching the specified limit.

IMPORTANT: Invoices “Output to Printer” will not print the full Job Description if more than 5 separate rows are created in the Description text box. A separate row is created with every 42 keystrokes and with every Return. A Return used to create a blank line is still considered a row; therefore, the row limit can be reached before the character count limit of 168. If invoices do not show the full Job Description, delete Returns in the Description text box to keep within the 5 row limit.

Accept or change the default tax method code that applies to this job for billing. Tax method codes are set up in the Agency Profile. You may leave this field blank and the system retrieves the default Tax Method code set up for the client in the Client Profile.

Key the user-defined Status Code that applies to this job. Status codes are defined in Workflow|Database|Status Codes.

Key the code of the account manager to whom you want to assign this job.

Key the code of the Project Manager to whom you want to assign the production aspect of this job.

Key an Account Group code if you want this job associated with an Account Group set up in Workflow|Database|Account Group. This code is used to run reports containing only that information matching this code.

Allows you to bill to a specified job all time spent working on the job. Key the job number to which to bill all work time. When an employee uses the job number on a time sheet, those hours are posted to this job.

Key a budget amount to use until you receive an estimate for the job.

If a client budget exists, key the identification code assigned to the budget. This entry ensures that the system keeps track of the budget amount versus actual amount billed.

Key the client's purchase order number if one is assigned by the client. This purchase order number prints on all correspondence (job forms, invoices, estimates).

Key the area of business for this client.

Key the code which represents the percentage of markup you want to charge the client for this job. This percentage overrides the billing instructions in the Client Profile for this client.

If this a non-billable job, key the code for a zero markup.

Designed for agencies that are departmentalized. To post all journal entries to a specific department, key the department number to which you want journal entries posted.

Note: All department numbers are linked to an account. If an account was not set up for the department number, an out-of-balance condition will occur on your reports. See your Data Base Administrator if this occurs.

Select Yes if the job is proposed. If proposed, no purchase orders/charges may be posted against it.

Select Yes to apply a flat fee to the job if permitted in billing instructions and by job type. If you select Yes and do not specify a flat fee according to the billing instructions, a warning message (requiring resolution) appears on the internal billing approval sheet. Select Default to use information set up in the Client Profile.

Select Yes to pass discounts received from a supplier on to the client. Select No to hold discounts at the company. Select Default to use information set up in the Client Profile.

Key the date on which the product will be shipped. Click the Calendar icon to select the date.

Enables you to specify how to handle time charges associated with this job. Select a code from the drop-down list:

Time is Billable. Time entered to the job is billed (unless it is non-billable).
Reconcile Against Fees. Time is logged to the job and reconciled against fees.
Memo Time to Job. Time logged to the job is only for job profitability reporting.
Follow Billing Instructions. Use the billing instructions set up in the Client Profile.

Enables you to prevent selected new activity from being entered against the job (used when a problem exists with the job). Numbers in parenthesis represent codes displayed on the Job Information View Export option only. Select a code from the drop-down list:

Stop All Types (X). Stop all types of activity from being entered against the job.
Stop PO Only (1). Stop purchase orders only from being entered against the job.
Stop PO and Timesheet (2). Stop purchase orders and timesheets from being entered against the job.
Allow Timesheets Only (3). Timesheets only may be entered. No charges can be entered except Flat Fees.
Allow All Charges Except Timesheet (4). All charges can be entered to a job except timesheets.
(9) Total Suspend freeze, including transfer of charges from jobs.

Suspending Jobs With Components: Each component of a job must be suspended separately; otherwise, only the main job is suspended and the components remain open. Alternative: Use the Mark Unmark Jobs Complete option in the Job Maintenance folder and change the Suspend Code; however, you do not have to key a Completion Date at this time. This option suspends both the main job as well as all components.

If suspending a job that has unposted time in AdClock, an error message displays and you are prevented from suspending the job. The following suspend codes cannot be used if there is unposted time in AdClock: Stop Entry of All New Charges, Stop PO and Timesheets, Allow all Except Timesheets, and Total Freeze. A decision must be made as to whether to postpone the suspension until time is posted in AdClock or have the employee reverse time for this job in AdClock. At least one employee with unposted time for the specified job is displayed in the error message. To see a list of all employees with unposted time for the job, launch AdClock then generate the Timesheet Report for unposted time only.

Key the code which specifies the comment that is to appear in the header of the printed bill or estimate, before the line item detail. Comments may be set up at a job level using the Invoice Standard Comments option. Comments may also be set up at a company/office level in the Agency Profile and at a Client level using the Common Client Profile option.

Key the code which specifies the comment that is to appear after the line item detail. Comments may be set up at a job level using the Invoice Standard Comments option. Comments may also be set up at a company/office level in the Agency Profile and at a Client level using the Common Client Profile option.

Key the code which specifies the comment that is to appear on the remittance advice. Comments may be set up at a job level using the Invoice Standard Comments option. Comments may also be set up at a company/office level in the Agency Profile and at a Client level using the Common Client Profile option.

Key the filter code(s) to print reports listing only those jobs/estimates matching the filter. Filters will not display on Job Forms.

Key the company to which you want charges used with Studio Billing transferred. During billing, the system looks for entries in this field. If found, charges incurred by the studio-owning company are directed to the Transfer Company.

Key the job to which you want charges used with Studio Billing transferred. During billing, the system looks for entries in this field. If found, charges incurred by the studio-owning company are directed to the Transfer Job.

Key a component if a job component has been set up in Production Maintenance|Job Maintenance|Job Component Maintenance. This field is used with Studio Billing. During billing, the system looks for entries in this field. If found, charges incurred by the studio-owning company are directed to this Job Component.

The Auto Absorb Timesheets checkbox is used to automatically flag any timesheet charges on the specified job as A=absorb when the job is pulled for flagging in Client Billing. If you find that some of it is billable, you may go into the Billing Charge Flag Window and change the status on individual rows. This field works in conjunction with the Auto Absorb Timesheet default set up in the Client Profile. If you set the default to automatically absorb timehseets in the Client Profile, then a checkmark will default into this new Auto Absorb Timesheet checkbox when opening a job for this client. If you do not want timesheet charges absorbed, just remove the checkmark.

You do not have to set up this default at a Client level. You may absorb timesheet charges at a job level by clicking in the Auto Absorb Timesheets checkbox if it is not already checked.