Adding Jobs

The following steps will explain in detail how to add a new Job.

The following steps will explain in detail how to add a new Job. They are divided into the six Tabs: General Tab, Jobs Detail Tab, Field Tab, Activity Tab, Job Notes Tab and the Hours Tab.

General Tab

1.From the Main Menu, click on Contact Manager, then Jobs. This will open the Find Jobs form. Click on the New Job button in the lower left hand corner of the Find Jobs form. You will now be brought to the Jobs form. The cursor will be flashing at the top of the form in the Company field under the General Tab.

2.VisionCore will automatically assign a unique Job ID for each job since the program comes with the feature that allows automatic assigning of Job IDs Enabled. You may disable this automatic assigning of Job ID numbers by going to VisionCore's Main Menu, clicking on the following: the Company Preferences Topic, the General Tab, the Starting Transactions Numbers box, the Cards Tab, the little white box to the right of the Job ID field that has a check mark it and the word Enable to the right of it. With the Auto Job ID field disabled, you may assign a unique Job ID which can be 20 alphanumeric characters in length. For example: Joe Smith might be referenced as SMITJ01 using the first four letters of the last name, the first letter of the first name and then 01. There are many different naming conventions to choose from when creating your ID's. Some companies use the phone number or just a unique number for their ID's. When you have finished entering data for each field, press the TAB or ENTER key to move your cursor to the next field.

3.You can then enter a Description for the job. This description will be seen next to the Job ID in all the Job ID combo boxes throughout the program.

4.VisionCore will automatically assign a unique Customer ID for each customer since the program comes with the feature that allows automatic assigning of Customer IDs Enabled. You may disable this automatic assigning of Customer ID numbers by going to VisionCore's Main Menu, clicking on the following: the Company Preferences Topic, the General Tab, the Starting Transactions Numbers box, the Cards Tab, the little white box to the right of the Customer ID field that has a check mark it and the word Enable to the right of it. With the Auto Customer ID field disabled, you may assign a unique Customer ID which can be 20 alphanumeric characters in length. For example: Joe Smith might be referenced as SMITJ01 using the first four letters of the last name, the first letter of the first name and then 01. There are many different naming conventions to choose from when creating your ID's. Some companies use the phone number or just a unique number for their ID's. When you have finished entering data for each field, press the TAB or ENTER key to move your cursor to the next field.

Note that you may also click on the Combo box to select a Customer.

5.You can then fill in all the basic job information like Contact Name, Contact Title, Alt. Contact, address, City, Zip Code, County,Country, Other Names, Phone, Fax, E-mail, and Web Site. Most of this is the main data that will be displayed on the Bill To and Ship To sections of all purchase transactions created for this job.

Special Zip Code Feature
You will notice as you Tab through these fields the program will skip over the City and State and bring you to the Zip Code field combo box. The zip code combo box will list every zip code you have entered up to this point. If you enter a zip code that you have not used before, a message will appear asking if you want to add the add zip code. If you choose to add the zip code then the Zip/Postal Code form will open. You will then need to fill in the city, state, county and country and click the Ok button to add it to the Zip Code records. The city, state, county and country will now be automatically filled in and you will never have to enter that information twice. From now on in any form that uses zip codes you will be able to select and use the one you just entered saving you data entry time. You can add, delete and edit zip codes from the Zip/Postal Code form at any time.

Special address Feature
You will notice as a small colored Globe to the right of the address box. If you have Internet access, once you have completed the address, City, State, and Zip Code fields, and, you click on the globe, you will be automatically brought to the Yahoo Web site showing the location of your job on a map!

Detail Tab

You can get to the Detail page of information by clicking on the Detail tab. The Detail Tab has three sections: Proposal Information, Job Information, and Job History.

Enter the date by clicking the drop down button and a miniature calendar will open. All the fields here are optional and can be used any way you choose.

1.In the Job Information area you can add other various details about the job like the supervisor of the job.

2.In the Salesperson field you can assign this jobs' normal salesperson. The salesperson combo box list is pulled directly from the Employee form.

3.The Start field is used to enter the date you started this job and the Finish field is used to enter the date you finished this job. You can click the drop down button to either the start or finish dates to open a miniature calendar that can be used to graphically add dates to those fields.

4.The Revenue is used to add how much money has been received for the job so far and the Expenses shows how much money you expect the job to cost.

5.When you are through filling out all of the information about your job, you can click on the New button to add another job or click the Close button to save the job and return you to the previous open form.

Job History Area

The Job History area is read only and the information displayed here is calculated and displayed for your reference. Each field is detailed below.

The Entered field will reflect the date this job was first input into the program.

The Modified date will reflect the date this jobs file has been changed in any way.

The record navigation buttons at the bottom of the form are used to move from one contact log to another. It also displays how many records are in the Jobs contact log form and what record you are currently on. Clicking on one of the four buttons will navigate you through your existing data. You may use the Find button to find a specific record

There are several helpful options that can be set in the Company Preferences and Custom Setup forms to help make data entry easier and faster. One great feature in the Company Preferences form is to have the text fields displayed a certain way when you enter data so that it is easier to read and more consistent throughout the program.

Fields Tab

The User Fields area is used to store the names of different contact methods used like Phone, Fax, E-mail, Web Site, and any other contact information that you use. Under the Field tab, simply click on the drop down button (the arrow head pointing down) to select the type of user field you wish. Then, type in the Value (whether it be a phone number, an E-mail address, etc.) in the Value field. As you can see, you may add a number of User Field by clicking the ellipse button beside the word Field.

Activity Tab

The Activity tab displays a single line item list of all the activities that have been entered for the selected job. Clicking on the ellipse button next to a specific activity will open the Jobs Activity form displaying the details of that activity. All the fields in the job activity are read only.

Notes Tab

The Notes tab displays a single line item list of all the notes that have been entered for the selected job. Clicking on the ellipse button next to a specific contact notes will open the Job Notes form displaying the details of that contact notes. All the fields in the job notes are read only.

Hours Tab

The Hours tab on the Jobs form gives you the ability to create invoices based on the hours entered into the Hours form. The Job ID, Description and Customer ID are already filled in at the top of the form. Next, input the Date, the Employee ID, the Earning ID and the Work Code. Then enter the Pay hours, Pay rate, Bill Hours and Bill rate. When all your information is entered correctly click the Process Hours button and that will bring up the Process Hours form. From there, you will be able to create the invoices and the paychecks. To add new jobs, simply click the New button at the bottom of this form.

The record navigation buttons at the bottom of the form are used to move from one job to another. It also displays how many records are in the jobs form and what record you are currently on. Clicking on one of the four buttons will navigate you through your existing data. You may use the Find button to find a specific record.