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Did you know that you could use the various features in the Project Management (PJ) module to create and track documentation and communication BEFORE you find out that you have been awarded a job? That’s right – by setting up a job in PJ, you have the option of sending the prospective project to Job Cost (JC) to make it active within the accounting system.
Before you decide whether this project should “go live”, here is a brief summary of the input fields in PJ Setup Jobs.
Similar to the setup screen in JC, enter a Job ID number and description in the header fields. Please note that while the structure of the job ID must match the format set up for Job Cost (for example: xx-yyy), you can use a unique numbering system for prospective jobs. The software allows you to renumber a “prospective” job to a “real” job if you choose to send the job to JC. More about this later.
Below the header are six tabs, with General open and available for input. As you can see from their descriptive labels, the fields on this tab are very self-explanatory. None of these requires input, but if completed, you can design various reports off these fields. As you proceed down this first tab, and all tabs in this setup window, feel free to right click on any field at any time if you need a definition of the input field. Sage 300 CRE has greatly enhanced the “What’s This?” feature in the PJ module and I find it very useful.
Note the checkbox: “Create JC Job” just below the status field. This is the key field for this entire setup and I’ll come back to this at the end of the article.
The next tab, Site/Contacts, is where you can optionally input the job site location, phone numbers, and key contacts associated with this project. You can either key in names manually or select them from Address Book (AB) using the drop-down box or the binoculars that magically appear when you click in the Contact field.
Spec. Sections is the next tab for input, again on an optional basis. You can select the various specification sections from the standard list that came with the software or manually key in unique spec. sections relating to this project.
The fourth tab, Scope/Documents, allows you to enter text describing the scope of work, and near the bottom of the screen, allows you to set up the default recipient of your Submittals and RFIs.
Skip the next tab for now, Change Management. This is the subject for a future Newsletter article.
The last tab, Custom Fields, is available to create any fields that you may need to manage your projects that haven’t been addressed elsewhere in the software. Most importantly, please note that any custom fields created here unfortunately DO NOT move to the custom fields tab in the Job Setup window in JC.
Now that you’ve seen the detail of the Job Setup window in PJ, please return to the GENERAL tab and click on the button “Renumber Job” located on the right of the screen. This action allows you to change the prospective job number to an active job number, to satisfy Accounting dept. needs. Next, right click on the checkbox “Create JC Job” and select “What’s This”?.
You can see from the explanation that by checking the box, another window, “Add New Job” opens which requires some additional information to complete the process. When you are finished and click “OK”, all of the setup information you created (with the exception of Custom Fields) gets copied and saved as an active job in JC. One final note. Should you choose to setup a job in JC, it is automatically available in PJ. You still need to set the job up in PJ, but another message window will appear acknowledging the use of the job ID # in JC. Read the message and select “Yes” or “No”.
And that’s all there is to it. Now go out, bid on new work, and track your preconstruction communication in PJ!