Jobs

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If your FlexiTime plan includes Job Tracking, the Jobs section will be included in the main menu.

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Jobs are usually ad-hoc or short term, as opposed to Work which is usually contracted in advance or is more long term. Jobs can be used in a number of different situations when using FlexiTime. The main uses of creating jobs are:

  • To associate a job to a client for invoicing based on a general work item.
  • To create a commissionable sale record for paying commission to an agent.
  • Jobs can be used to apply a one-off pay rate and billing rate for the job.
  • Jobs can be used to record sales for variable commission rate payments.
  • Jobs can be linked to a client and client contact for approval of the time entered against the job.
  • To create a job assignment for temp or contract staff that can be paid and billed at variable rates and time can be approved separately by a client contact.

To use FlexiTime jobs for creating job assignments for temp and contract staff please see our article Using FlexiTime for Recruitment Companies.

 

View Jobs

Select the Jobs menu option.

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Click edit on a job from the list to view or update the job details.

Jobs can't be deleted but they can be closed. Do this by editing the Job and ticking the Job Closed box then saving the Job.

Jobs can be filtered using the settings in the top right of the Jobs screen to:

  • Include or exclude closed jobs
  • View jobs for a particular client
  • Filter by job status
  • Show only jobs assigned to a selected employee

If an employee logs in and has access to view the Jobs screen the Assigned To filter will automatically filter the job list to only jobs assigned to that employee. 

 

Add a Job

Click Add Job in the Jobs screen to create a new Job. Mandatory fields are marked with an asterisk (*), and which of the other fields you need to complete will depend on your company requirements. The available fields are: 

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Client

Mandatory - The client the Job relates to. If you cannot find the client, or you are creating a ticket for a new client, you can quickly search for or add the client information by selecting the Doc_1.gif button. After the client details have been located or added, the Add Job page will be displayed with the client name populated.

Work

Mandatory - The list of Work will only include work that applies to this client, or work that applies to all clients. Select the appropriate Work this Job relates to. 

Summary

Mandatory - Provide a Summary title for the Job. For jobs that are invoiced to a client the summary should provide a meaningful description of the job to appear on an invoice line. If employees are selecting this job when recording time the summary should be distinctive enough for them to determine the correct job to select.

Job Type

This dropdown is largely used for reporting purposes. You can customise the options available in this field in the Dropdown Values setup. 

Reference

If you have a job reference or order number for the Job you may enter it here if desired.

Priority

This dropdown is largely used for reporting purposes. You can customise the options available in this field in the Dropdown Values setup. 

Status

This dropdown is largely used for reporting purposes. You can customise the options available in this field in the Dropdown Values setup. 

Start & End Date

The Start & End dates of the job. Employees will still be able to record time outside of these dates, but a Warning will be generated when you process the pay to let you know there are times outside the Job's date range.

Pay Rate

If you pay your employees different rates based on the Job they're doing, you can specify the Job pay rate here.

Charge Rate

If you charge your clients different rates based on the Job, you can specify the Job charge rate here.

Description

You can enter a description of the job if desired. This field can be used for reporting purposes.

Client Contact

If your company has Client Timesheet Approval turned on you should select the Client Contact who is responsible for approving the time for this Job.

Owner

If another employee is responsible for this Job you can set them as the Job Owner if you wish. This is largely used for reporting purposes.

Assigned To

If only one employee will be working on this Job you can Assign the Job to them so that only they can record time against it.

Next Action

This dropdown is largely used for reporting purposes, except in recruitment setups. You can customise the options available in this field in the Dropdown Values setup. 

Comments

You can add comments/notes to the Job whenever needed. These will be added into the Job History tab.

  

 

Select the Job History tab to view details of changes that have been made to the job.    The Job History tab is not visible to an employee who does not have an appropriate User Role.

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Select the Time History tab to view details of time entries that have been made against this job.

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