SMO Jobs

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Overview

The jobs tab enables the user to view all of the jobs in SMO history, with the ability to look at jobs for all customers or jobs for one customer. Additionally, the user can choose to look at all the jobs for a single customer for all job sites associated with that customer, or simply the jobs for one job site.

Add New Job

To add a new job:

1. select a customer and job site from their respective dropdown lists
2. click the "Add New Job" button at the top of the job list, or select "Add Job" from the "Actions" dropdown list

You will have the following options:

Job

• Reference Number: assign the job a title/number
• Due Date: assign the job a due date
• Class Type: describe the job (installation, repair, etc)
• Assigned To: assign a technician/employee from your list of employees
  • Remember, your list of employees can be found under "Settings" > "Users"
• Status
  • Note: To alter the options available in the "status" dropdown list, just go to "settings" > "Lists" > "Add New" job status. If the user tries to create a new job with a blank status an error message will result. The user must populate the status field in order to create a new job.
• Job Contact: choose one of the contacts from the company that is relevant to the job
• Sales Person: Assign a salesperson from your list of employees
• Summary: short description of the job
• Name and Signature: user can authorize the job with their name and signature

Note

Make notes about the job under the following headings:

• Site Notes
• Service Request
• Service Performed
• Private
• Customer
• System Notes

Time

There are a few different ways to log time spent on a job.

• Stopwatch: Use the stopwatch at the top of the job page
  • Select the type of time (overtime, travel time, etc)
  • Start the stopwatch
  • Stop the stopwatch when the work is over
  • The elapsed time will automatically be logged under the "Time" tab
  • NOTE: Time logged using the stopwatch is automatically billed to the customer. If you want to log non-billable time, see below.

• Time Tab: Alternatively you can add increments of time manually by clicking on the "Time" tab under a job
  • Select "Add Time" to log time that has already been spent working or select "Add Schedule" to log time that will be spent working in the future.
  • Select the field technician you have assigned to the task
  • Select the type of time
  • Select the start date and time
  • Input the number of hours worked
  • Decide whether that time is billable to the customer or not

Items

Add items to be used or purchased that are associated with the job.

• Quantity
• Price per Unit
• Description
• Subtotal Price

Documents

Upload documents associated with the job

Custom Fields

Custom fields give the user the ability to create infinitely customizable documents containing text boxes, dropdown lists, tables, legends and more that are relevant to the specific task they assign.

While working in the custom fields tab, the user also has the following options:

• Email: The "email" button will send a copy of the custom fields page to the customer.

• Send Email: The "send email" button will open a dialog box which allows the user to write a normal email to the correspondent of their choice.

Job Actions

To edit an existing job click on a job reference number or title in the job list. That will bring up the following actions:

Invoice and Pay

Gives the user the following options:

• Job
  • Goes back to the job's main page
• Print
  • Converts the invoice to a PDF to allow for printing a hard copy
• Email
  • Will email an invoice to the contact for the selected customer/company. The invoice contains the date of the invoice, the customer/company name, the invoice number/title, a customizable summary and the total monetary amount

Email

Sends a job report to the contact listed for the selected customer/company which contains the following info:

• Job Number
• Job Name
• Due Date
• Class Type
• Technician assigned to job
• Job Status
• Sales Person
• Primary Contact

Recurring Jobs

The recurring job feature allows the user to create a job that will be performed on a regular basis (daily, weekly, monthly, yearly) so that SMO will automatically generate the job for each occurrence rather than the user having to input the same job info for each occurrence. SMO will also create the job a number of days in advance (specified by the user) to alert the user that the job is coming up again soon. To create a recurring job:

1. Create a job as you normally would by going to the "Jobs" tab, adding a new job, entering details and saving it.
2. Enter any notes, attach documents, assign items or labor and designate custom fields as you normally would
3. Select "Make Recurring" from the "Actions" drop down menu

                     

Fill out the resulting template page and save your recurring job

SMO will generate a job in advance of the job due date according to how many days in advance the user specifies. When the job is generated the only action that is necessary is to invoice it using the green invoice button in the main "Jobs" tab. If that job isn't relevant on that recurrence then the user can just as easily close the job using the blue close button in the main "Jobs" tab.