In WorkBook a job In WorkBook a job holds the timeline (schedule), price quotes, invoices, and all job-related costs including timesheets, expenses and purchases.
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JOB STRUCTURE
WorkBook follows a fixed breakdown structure:
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Module
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Definition
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Project
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A way of linking together/ grouping multiple jobs underneath the client, for the purposes of reporting.
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Job
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A job has a unique ID and holds all invoices, quotes, schedules, forecast, for a single, or a series of, client deliverable/s.
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Schedule
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A collection of phases & tasks grouped together for the purposes of planning a timeline and resource assignments.
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Price Quote
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A quote that can be output for the purposes of client approval. Has statuses assigned that will be used for forecasting revenue.
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Invoice
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An invoice that can be output to send to client.
NAVIGATION: JOBS LIST
Jobs are created and accessed via the ‘Jobs’ tab from the main navigation bar.
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Number
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Functionality
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1
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The Job list shows you a list of jobs – which can be used for reporting purposes or specific job-related activities e.g. creating quotes. The columns visible can be chosen from the ‘sandwich’ menu outlined in reference #5
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2
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Create new job allows you to create new jobs
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3
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This drop-down menu allows you to view the job list in different ways – Status (2) is how you will run your weekly WIP meetings
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4
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The filter allows you to filter the job list e.g. by Project Manger, Client, Team, Job Type or any other dimensions related to the job – for viewing and reporting purposes
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5
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This ‘sandwich’ menu allows you to:
Expand
Collapse
Save favourite views
Modify grid (choose the columns you want to see, and what field you want to sort and sub-total by)
Export grid data
View grid shortcuts
NAVIGATION: INDIVIDUAL JOBS
When an individual job is selected in the jobs list, you can then create items against that job such as quotes, invoices, timelines & POs. You can also update and review information against the selected job directly from many of the list views.
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Number
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Functionality
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1
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By selecting a job in the jobs list, you can drill into more information about that particular job
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2
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Down the left-hand side of the jobs list there are additional modules that relate to a selected job. These are the modules we use at Mahlab:
Briefing – where finalised job briefs are uploaded
Chat – create job specific conversation with other Mahlab team members
Tasks - create timelines/schedules on the selected job
Price – create price quotes on the selected job
Purchase Order – create POs on the selected job
Invoice – create invoices on the selected job
Costs – review costs (time, expenses, POs etc.) on the selected job. Close (“settle”)open POs that will not be subject to any further invoicing
Documents – upload or download files saved to the selected job
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3
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The job properties side bar allows you to update job information e.g.
Job dates
Project Manager or Account Manager on the Job
Project
Client Contact
Job Type
Dimensions (such as Client Segment)
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4
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This is the current job status, by clicking on it you can easily change the job status
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5
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The further options menu has additional job-related functions including:
Create a job
Duplicate a job
Move job to another client
Add a time entry
View job KPI
View job log
STEP-BY-STEP
ON THIS PAGE YOU WILL FIND: | ||||||
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CREATE A JOB
To create a new job, go to the jobs module > click create new job button
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Complete necessary job fields (see table below) in the basic basic, finance and dimensions tabs
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BASICS TAB | |
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Company | This will default to company you are creating the job in |
Client | Name of client/company |
Client contact | The project contact at the company/client |
Project | The grouping, campaign or project this job belongs to Use the ‘+’ to quickly add a new project |
Price list | The price list (rate card) will default to the client’s standard price list |
Employee | |
group | This will default to ‘All Employees’ |
Job |
type | This is a list and will depend on how your WorkBook has been setup |
Project Manager | Manager of the project deliverables and budget |
Account Manager | Defined as the main client contact overseeing the job |
Time entry | This will default to ‘All’ |
Job end date | Job due/end date – date you expect to close the job This can be modified later as needed. |
Billable job | Yes/No – defaults to |
‘yes’ for client jobs | |
Job name | Name of job |
Job folder name |
Defaults to |
the job name and will be saved as part of the WorkBook folder structure | |
Status | Job status will default to “quotation” (yellow) |
and depending on your system set-up, can either be set to |
change automatically, i.e. |
when a price quote is approved, or |
changed manually |
. If duplicating an existing job, please be aware that the job status will also need to be manually re-set |
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Depending on your agency process, you may be required to complete some details in the finance tab
Each agency will have unique requirements, however, selecting the debtor and completing the client PO number are quite common
If completing these details are not part of your agency process, you can skip the finance tab
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If dimensions have been
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set-up as part of your WorkBook implementation then, these will appear in the dimensions tab. See example of types of dimensions in the above image.
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Dimensions are usually unique to your business reporting requirements
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The folders tab is part of the WorkBook folders structure. It is usually locked for editing, so there is often no need to visit this tab
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MAINTAIN JOB PROPERTIES
From the jobs list, select the job and client on the job properties sidebar
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In the basic settings sub-tab, you can maintain things like job fields including, the job end date, delivery date, client PO number, project manager and account manager
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In the dimensions sub-tab you can maintain the job dimensions
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| Info |
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Refer to Jobs > System Controls R12 to see how your system settings may impact job creation. |
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