Let's master the Job details page!
This article is the second installment of Job Management. Managing jobs is essential, and finding the most efficient way to do so can save you lots of time.
We have looked at the overall Job Management page in Job Control, how let's look at the Details of a job.
Getting There
If your not already in Job Control, you can get there via the Scheduling menu and clicking Job Control.
When you click on the Job number link (in blue), it will open the Job Details page.
Here you can edit and manage everything for that Job.
Navigating Job Details
When you open the Job Details page, you are greeted with a lot of useful tools.
We will break down the basic navigation for this screen, there are four main sections:
Details
Tabs
Customer Details
Action Bar
Details
The title of the page gives the Job number, the State of the job, who the job was raised by and who the job was completed by, if this is a job in the completed state.
You can also see if the job was raised from a quote.
Again, the displayed information depends on the status of the Job and will change accordingly.
Job Details: The Job Number and status.
Raised By: Who and how the job was raised, the name of the person, via the mobile app, Customer Web portal or Subcontractor portal.
Completed By: Who Completed the Job.
Originating Quote No: If raised from a Quotation the Quote Number will be listed here.
Task Prepaid: Yes or No.
No Subcontractor State: New, Open, Closed.
Subcontractor PO: If a PO was raised to your Sub-Contractor the Purchase Order Number will be listed here.
F-Gas Log Book: If enabled on your system.
Tabs
Across the top, you have the Tabs, each displaying additional information that can be edited, for instance, adding parts to a job. By default, you will be in the Overview tab.
Overview
Parts
Time
Form
Work Done
Quotes
Documents
Financial Information
Related Misc Invoices
In the Overview Tab, the filter bar lets you narrow your search down.
When you open any of the other tabs, you have slightly different filter options to help with your search.
You also have an expandable Task Specific search bar. Here you can easily search for specific tasks on a job.
Customer Details
The Customer Details panel is populated when a job is raised but is editable here. For instance, if you need to edit the caller details or select a different address to send the invoice to.
Action Bar
To the left of the Customer Details panel, there is an Action Bar where you can perform several functions.
These functions can vary slightly depending on the Job State – for instance, unissued and issued jobs have different options.
We will look at each of these options, but they are replicated in the action tray of Job Control and the Scheduler.
We will now break down the Action Bar and Tab sections to get a better understanding of how they work.
Action Bar Explained
Add New Task
This will add a new task to the job, you can add site and equipment tasks here.
+Add Site Task
Click +Add Site Task to add a new line.
You can delete it via the Action Tray.
You'll notice that the task description is duplicated from the original task.
You can change this by clicking on the description.
In the Update Job Type Description window, enter an appropriate description.
When you are happy, click Update.
Once you have added Site Task and or Equipment Task you can adjust the following:
Agreed Visit Date
Agreed Visit Time
Charge Code: Click the pencil icon to edit the charge code - The default is set to the jobs charge code.
Estimated Hours
People Required
In the Forms section, clicking on 'None Selected' will display the forms that will be added to the Job Task, based on the settings for the form’s Job Type, Equipment Type, etc.
To add additional forms to the job task click Select Forms.
To remove a form from the task to be added click action tray delete (bin).
Add Equipment Task
Here you can select the equipment to add to the job task.
Click Add Equipment Task.
If other jobs are already open, you will get a conformation to proceed message.
Once updated click Update.
+Add Engineer On Job
Here you can add additional engineers to the job.
Click +Add Engineer On Job.
Click the ellipsis in the Engineer No field.
After selecting one, click +Add Engineer To List.
Click Save.
Scheduled
The Schedule option lets you schedule jobs from the details page. This will only be visible on unissued jobs.
Once clicked, the scheduler window will open and allow you to drag and drop the job to a scheduled date and time.
When you drag and drop it onto the diary, the job state will change to schedule.
Scheduled jobs are not sent to the engineer's mobile device until they are issued.
Issue Job
The issue job icon appears only for unissued or scheduled jobs, making it easy to quickly assign the job to an engineer.
To issue a job, select an engineer from the list.
Click Add Engineer To List.
Once added, click Issue Job.
The job is instantly sent to the engineer’s mobile device and updates to a blue "issued" state.
If a job is already issued, the arrow icon changes, allowing you to unissue it. This removes the job from the engineer’s device and reverts its status to unissued.
Pre-Job Sheet
When you click this, a PDF job sheet will open in a new tab. This option allows you to preview the job sheet by opening a PDF in a new tab.
Cancel Job
Here you can instantly cancel the job.
Click yes to confirm.
Book Service Stock
Book Service Stock is only available for service jobs which use stock parts.
Clicking the button will open the Standard Service Items Required window.
Here, you can select the stock item and then choose to:
Reserve Stock
Raise Part Request
Raise PO
Submit
The Complete and Submit option is only available for issued jobs. If there are outstanding purchase orders, you may receive a notification preventing submission.
When the Submit Job window opens (AKA the Financial information tab), you can review and edit the job before submitting. Update parts, labour, or other details as needed.
On the left, access the audit log to track changes or view and print the job sheet, which includes engineer notes and captured signatures.
Once all edits are complete, click on Submit For Invoicing.
Unissue Job
Unissue Job: This will revert the job to an unissued job status.
Edit
Clicking the pencil icon opens up the job details page where you can add or make changes.
Now you are in edit mode you can edit various parts of the job.
Print Job Sheet
This will open the completed job sheet as a PDF in a new browser tab.
Preview
If the job is Completed the preview button will display the Invoice.
Clicking it will open an invoice for the job in a new tab.
Move To Another Job
Move to Another Job gives to the ability to choose which task/s to move to another job.
Select the task/s to be moved and click Move to Another Job.
Click Select job to Merge, then select the job you want to merge the task into.
The jobs listed will be for the same customer and site.
You must select a job to merge into.
If none is selected, click Merge nothing happens take you back to job control. not a bug ideally the merge button should be greyed out until a job is selected.
Split as New Job
Splitting a job gives you the ability to choose which task/s to split into another job. For example, you may want to split Completed tasks to a new job so you can submit for invoicing.
To do this:
Click on Split as a New Job.
Select the tasks you want to divide up, then click on Split as a New Job.
Audit Log
Here you can expand the detail for more information.
As with all data screens use the "down arrow" to change the columns displayed and Export Data as required.
Close
Clicking close will take you back to the Job Control Page and undo any changes made, if you haven't saved them already.
Overview Tab Explained
Here you can view and update the field. There are three zones which consist of:
Call Details
Multiple Task - Reason for Call
Job Information
Call Details Section
The Call Details Section consists of:
Job Status
Priority Code
Job Charge Code
Order Ref
Reason For Call
Here you can edit the fields via the ellipsis. For the Reason For Call, you can enter/ change the description. If you have more than one task, you may see multiple notes here.
Task Panel
The Tasks Panel allows you to edit each individual task if needed, this panel can be expanded to show more information on dates and times for the task. The greyed out fields won't let you edit them.
Click the Expand
symbol to view more detail of the Job Tasks.
Equipment ID: If the equipment ID is empty, this means that this is a site task with no specific Equipment selected, although you can add an equipment item here via the ellipsis.
Clock Hours
First Time Fix
These fields are normally populated by engineers when they complete the job, but you can edit these fields if needed. Toggle the first Time fix field on/off.
Equipment / First Time Fix
Fixed Price: This let's you change or set the fixed price.
Task Charge Code: Here you can select a charge code from the ellipsis list. Each task can have its own Cost Code and be charged differently if needed.
Is Customer Damage: Choose from Yes or No. Use this field if the damage to the equipment on the task at hand was caused by your customer.
People Required: Here will list how many people are required on the job.
Safe For Use: Choose from Not Set, Yes or No. Depending on whether the task is associated with any equipment, this option may not be visible.
Task Description
Engineer(s): This field lets you edit or add more engineers to the job via the edit icon.
In the Date and Time panel, you can edit:
Agreed Visit Date and Time
Complete Date
Estimate hours
If you are completing a job, you can also select a root cause for the job.
Activity Trail
In the middle of the task detail you can view the Activity Trail for these tasks.
Parts
The Parts Tab allows you to manage all parts for the job. There is a financial breakdown for the job in the parts summary panel, and summaries for stock parts, on demand parts and miscellaneous items individually.
Make sure to click the Action Bar Edit icon to make changes to the job details.
Edit Parts
Any parts already booked for the job will be listed here and can be edited or deleted using the icon in the Action Tray.
Editing allows you to allocate the part to another task, adjust prices, add a reason code and change Cost Codes if needed.
Book Parts
You can book parts to a job by clicking on the respective section, there are three types to choose from:
Book Stock Item
On-Demand Parts
Misc Items
Regardless of the part type you have chosen, the process is the same.
From the Edit window, fill in all the necessary details.
You'll notice that you can raise a part request and PO from there as well.
You can change the Charge Code via the key code icon.
Click on the ellipse to select a new charge code.
Then, click Save.
Raise a PO
Scroll down the Parts tabs screen to the bottom. This is where you'll find the PO window.
Expand the Purchase Order window.
Click on the + - add a stock line.
Time
The Time tab allows you to manage all Time for the job. The Time Summary panel provides a financial breakdown for the job and breakdowns for Work and Travel Time.
Any Time already booked for the job by an engineer on their mobile device will be listed under Engineer Labour Time.
The plus icon opens a nested grid with more information.
Add / Edit Labour and Travel Time
Currently logged time can be edited using the Action Tray, you can also add additional time with the Book Engineer Time button which will open a Book Time editor.
Here, you can change the Engineer, edit the Date and change the Task number.
You will then be able to edit the blocks for Labour and Travel.
Here you can edit the:
Cost Codes
Activity Type: When you change an Activity Type, you can add an existing one via the ellipsis (...).
You can also create a new one with the Add button.
Start and finish hours: Here you can change the booking time with the Stopwatch icons.
The Rate and charges are greyed out and non-editable as these are taken from the cost code.
To change time you need to fill in the Activity Type and Hours Start/End fields for the Travel and Labour sections.
Once you have made your edits, click Add To Task.
Removing Labour / Travel Time
To remove Labour and/or Travel Time
Click on the Entry action bar and click the delete dustbin.
If you have multiple tasks on the job, make sure you navigate to the correct task using the Task Specific fields All 1,2,3 etc at the top right of the jobs details page.
Click All to display all times booked to the job.
Click the task number to list just those times.
Booking time over days (Midnight)
When booking time that extends past midnight, the entry will appear as two separate entries. For example, if you book from 11 PM on November 26th to 2 AM on November 27th, the system will display these as two distinct entries.
Change the time booked on a completed job.
To change the time booked, Un Complete the job - keep a note of the original completed date and time.
You can find the complete date a time on the Overview tab in the job at the bottom right.
You can now add and adjust time on the job as required, complete the job once finished.
Click on the ellipse, next to the Job field.
Select the correct Job number for that Activity time to be booked to the job.
Forms
The Forms tab lets you quickly add and view a form linked to the job and the tasks.
Any forms that have been added will be displayed in the records section.
If the job is marked as Completed, the information entered on the form by the engineer will be captured and can be viewed.
Test Results
Click on Test Results to generate a Test Result output.
Add a Form
You can add a Form to a job at any stage, for instance you could add one to an unissued job so that an engineer will be prompted to complete it in their mobile device.
You can easily add a form by clicking the Add Additional Form button.
Here, you can add an existing form or create a new one with the Add button.
When you create a new one, a pop-up will ask you to fill in some basic information before taking you to the Form Details page (the form editor).
Work Done
The Work Done tab is where you can add and view any Work Notes associated with the job.
Any existing notes are shown here and are colour coded:
Blue for private notes that can’t be viewed by the customer.
Orange for public notes that can be viewed on customer documentation or in the customer portal.
Add Work Done Notes
Adding Work done notes is super easy! You and choose to add an internal or external note by clicking on their respective buttons, the process for adding an external or internal note is exactly the same.
To start with, click Add Work Done or Internal Note.
In the window:
Select the task.
You can then add a note or a Predefined note.
Next, you can upload any file (like an image) with the plus button.
When you're done, click Save.
Edit Work Done Notes
The Action Tray lets you Edit or Delete any saved notes.
When you are editing, you can also change a note from Internal to External and vice versa via the change button at the bottom.
Quotes
The Quotes tab allows you to view and edit any quotes raised by the engineers from their mobile devices and allows you to raise new ones.
Any quotes raised by engineers will be displayed in the Records section.
Any quotes raised by engineers appear in red as draft quotes.
The action tray allows you to:
Approve
Reject
Attach any relevant documentation.
Edit the Quote. 
Remove the quote. 
Print or download the quote.
Raise a New Quote
You can also raise a new quote from this tab via the Raise New Quotation button.
Fill in all the necessary fields.
Most of the information is pre-populated for you based on the job and customer details.
Documents
The documents tab lets you view any current documents and also add additional attachments to the job or task.
Upload New Job Sheet
Using the Upload New Job Sheet, you can generate the job sheet ready to be viewed or downloaded.
Clicking on the Upload New Job Sheet button creates a new one, indicated by the upload date. You would use this if something has changed on the job or template as it will incorporate these changes.
Previously generated Job Sheet/s will also be listed here if you want to download or review a previous revision.
Click on the Job Sheet number or from the action tray download.
Upload Document
In the User Documents section, you can:
Upload Documents or Drop files to upload them.
Under Email:
You can Upload Email or Drop files to upload them.
Expenses
The Expenses tab allows you to view and edit any expenses raised by engineers and allows you to raise a new one.
This tab may not be visible, depending on your Service Geeni configuration and the settings applied to your engineer's mobile devices. For more information, please contact your Onboarding Consultant.
Any expenses raised by engineers are raised here.
The Action Tray allows you to perform several tasks, you can:
Edit
Submit
Delete Engineer Expense
Engineer Expense History 
Upload Documents
Add Expense
You can add an expense via the Add Engineer Expense button.
From here, you can add details to the expense form.
In the Expense Type field, clicking on the ellipsis lets you select one from the list or create a new one with the Add button.
Similarly, in the Description field, via the ellipse, you can select an expense Description or create a new one with the Add button.
Next, you need to add a date, by default it is set to today's date but you can change this by clicking on the calendar icon.
Here you can select the Engineer to log the expense against.
The notes field lets you add any 'justification' for the expenses. This becomes a mandatory field if the Cost Price exceeds the Expense Types limit e.g. the engineer had to use premium parking at £25 per day instead of the expected £12.
The Cost Price is the price of the expense and you can change this value by typing it in or using the up and down arrows.
No of Days this Claim Covers: This is used when expenses cover multiple tasks on a job.
Charge Expense to Customer: You should choose No if the expenses are not to be charged to the customer but you want to record them against the Engineer's expenses for remuneration (as an example).
Choose Yes if expenses will be charged to the customer.
Charge to Customer Price: If 'Charge Expense to Customer' is set to 'Yes,' this field allows you to modify the amount the customer will be charged for this expense.
Financial Information
The Financial Information tab allows you to view a snapshot of all the finances on the job.
A non-editable table is displayed here, if you wish to edit the cost of parts or labour, you should do it in the relevant tabs and the information will feed into this page.
Include costs of open POs: You can toggle the switch to include the costs of any open purchase orders. The table and graphic provide a breakdown of the profit and loss for each task or the job as a whole.
The amounts for each line are determined by the cost codes on the job and the individual tasks.
Invoicing Notes: This field lets you add any useful notes.
If you have chargeable miles enabled on your Cost code, you can add the number of miles here.
If a minimum charge was specified on the job when it was created, that value will be shown here. For instance, if a minimum charge was set on this job as 700 pounds, this would over ride the job total and change it to 700.
Related Misc Invoices
Here you can review Miscellaneous Related Invoices.
Use the From and To Date fields to narrow the results.
Raise New Misc Invoice
When in Edit mode, click on Raise New Miscellaneous Invoice.
