Customer Relationship Management (CRM) · Customer Relationship Management (CRM) JOBSCOPE Page 4 Customers Before you can enter jobs or create invoices, you have to have the customers

Customer Relationship Management (CRM) User’s Guide JOBSCOPE ®

JOBSCOPE Customers Copyright, Jobscope, LLC, 1996 - 2011 JOBSCOPE® Information in this document is subject to change without notice. Jobscope LLC makes no warranty of any kind regarding this material, and shall not be held liable for errors contained herein or for damages resulting from the use and performance of this material. The information in this document is protected by copyright. No part of this manual may be reproduced in any form without the expressed written consent of Jobscope LLC.

Customer Relationship Management (CRM)

JOBSCOPE Page 1

Table of Contents

Customers ..................................................................................................................................................... 4

Setting Up for Customers .............................................................................................................................. 5

Configuration Settings .............................................................................................................................. 5

The Other Entries On The Screen .......................................................................................................... 6

Table Entries for Customers .................................................................................................................... 12

Table Entries for the Customer Master Tab ............................................................................................ 13

Company Codes (Table 0001) ............................................................................................................. 13

Work In Process Codes (Table 0012) .................................................................................................. 14

Salespersons (Table 1004) .................................................................................................................. 15

User Class (Table 1006) ....................................................................................................................... 16

Industry Type (Table1007) .................................................................................................................. 16

Group Code (Table 2999) .................................................................................................................... 16

Currency Codes (Table 3013) .............................................................................................................. 16

State Codes (Table 7001) .................................................................................................................... 16

Terms Codes (Table 7003)................................................................................................................... 17

Billing Codes (Table 7006) ................................................................................................................... 18

Tax Codes (Table 7008) ....................................................................................................................... 20

Country Codes (Table 7009) ................................................................................................................ 20

Table Entries for the Activities Tab ......................................................................................................... 21

Customer Activity Types ..................................................................................................................... 21

Customer Contact Methods ................................................................................................................ 22

Sales Regions ............................................................................................................................................... 23

Overview ................................................................................................................................................. 23

Setting Up for Sales Regions ................................................................................................................... 24

System Utilities ................................................................................................................................... 24

User Permissions ................................................................................................................................. 25

Link each user record to an employee ................................................................................................. 25

Assign Region and SubRegion Access to Employees ........................................................................... 26

Assign Each Customer to a Region or SubRegion ............................................................................... 27

Operating With Sales Regions ................................................................................................................. 28


JOBSCOPE Page 2

In Job Management and Control ........................................................................................................ 28

In Estimating ....................................................................................................................................... 28

In Part Price Inquiry ............................................................................................................................. 28

Customer Master ........................................................................................................................................ 29

The Tax and Sales People Tabs ............................................................................................................... 34

Salesperson Calendar .............................................................................................................................. 35

The Hold Codes ....................................................................................................................................... 36

Credit Status Hold ............................................................................................................................... 36

Credit Status Watch ............................................................................................................................ 37

Job Hold............................................................................................................................................... 37

Work Order Hold ................................................................................................................................. 38

Shipping Hold ...................................................................................................................................... 38

Customer Contacts, Sites and Associated Equipment ............................................................................ 39

Contacts .............................................................................................................................................. 39

Sites ..................................................................................................................................................... 43

Equipment ........................................................................................................................................... 45

Equipment Events ............................................................................................................................... 50

Equipment Analysis ............................................................................................................................. 57

Credit History .......................................................................................................................................... 58

Documents/Carrier Accounts.................................................................................................................. 59

User Text ................................................................................................................................................. 60

Activities .................................................................................................................................................. 61

Products .................................................................................................................................................. 65

Invoices ................................................................................................................................................... 66

Quotes ..................................................................................................................................................... 67

Estimates ................................................................................................................................................. 68

Jobs ......................................................................................................................................................... 69

Price Agreements ........................................................................................................................................ 70

Creating Data Using the File Icon ................................................................................................................ 76

Cranes ......................................................................................................................................................... 77

Setting Up For Cranes ............................................................................................................................. 77

Crane Capacity UOM ........................................................................................................................... 77


JOBSCOPE Page 3

Crane Checklist Type ........................................................................................................................... 78

Crane Equip Compass Heading ........................................................................................................... 78

Crane Equipment Class ....................................................................................................................... 79

Crane Control Types ............................................................................................................................ 79

Crane Drive Types ............................................................................................................................... 80

Crane Hoist Load Type ........................................................................................................................ 80

Crane Inspection Types ....................................................................................................................... 81

Crane Equipment Types ...................................................................................................................... 81

Entering Crane Data .................................................................................................................................... 82

Cranes ..................................................................................................................................................... 82

Bridges ................................................................................................................................................ 83

Bridge Motors ..................................................................................................................................... 84

Bridge Brakes ...................................................................................................................................... 85

Bridge Contactors................................................................................................................................ 85

Trolleys ................................................................................................................................................ 86

Hoists................................................................................................................................................... 87

Customer Reports ....................................................................................................................................... 88

E-mailing Reports .................................................................................................................................... 91

Exporting a Report .................................................................................................................................. 92

Address List ............................................................................................................................................. 93

Customer Contacts .................................................................................................................................. 94

Customer List .......................................................................................................................................... 95

Customer Sites ........................................................................................................................................ 96


JOBSCOPE Page 4

Customers

Before you can enter jobs or create invoices, you have to have the customers loaded. The customer

number is any combination of alpha and numeric characters up to a maximum of six. If you already have

customer numbers, and they are no longer than six characters, you can use the numbering scheme that

you have. If you don’t have customer numbers, or if they are too long, you will probably be better off

letting the system assign the next sequential number.

One of the things that you need to consider is whether you want to use the Sales Regions functionality.

Sales Regions allows you to define which employees can work with the data for which customers. It is a

powerful tool, but requires a significant amount of maintenance, and you should carefully consider

whether you need it or not. It is described in detail in the Sales Regions section of this document.


JOBSCOPE Page 5

Setting Up for Customers

Configuration Settings

In System Utilities, System Configuration, click on Job Control, then Order Entry. The Order Entry screen

displays. These settings control how the order entry process works.

The whole screen is hard to see here, so we’ll look at the Customers area on the lower right.

The one you need to think about here is Assign Customer Numbers Sequentially. If you check this on,

and enter the first number you want assigned, then when you are entering a new customer, you can

enter the word NEW in the Customer Number field and the system will assign the next number when

you tab out of the field.


JOBSCOPE Page 6

You also might want to think about Default New Customer as Prospects. This will cause the system to

automatically set new customers to prospects. You can override it at order entry. The first time you

enter a job for the prospect, the system will uncheck the Prospect box.

This is all you need for Customer entry. If you want to know about the rest of the screen, see the next

section.

The Other Entries On The Screen

Update Selling Price from Line Items – The system maintains an estimated selling price (total of planned

billings to the customer). You can set this manually, or you can put a selling price on each line item and

let the system calculate the total selling price. A little hint here; when the word Price is used, it almost

certainly means selling price to the customer. When the word Cost is used, it always means the cost to

fill the customer order (cost of goods sold or work in process).

Consider Line Items Taxable – The Job Line Items screen has a field called Taxable. If Consider Line Items

Taxable is checked on, then the system will automatically check the Taxable field at order entry. You can

override it at order entry. The setting of the Taxable field on the Job Line Item screen determines

whether the system will calculate taxes and add them to the invoice automatically.

Display Customer Aging at Order Entry – If you want your order entry people to see a display of the

customer’s receivables aging at order entry time, then check this on.

Using Foreign Currencies – If you plan on using foreign currency as a selling price on jobs, then check this

on. Obviously, life is much easier if you can buy and sell everything in your native currency. This

functionality is described in the General Ledger manual.


JOBSCOPE Page 7

Assign Job Numbers Sequentially – This is probably the most important entry on the screen. You can

enter a number, either with or without an alpha prefix, in the Next Job field, and, if Assign Job Numbers

Sequentially is checked on, then the system can assign this next number along with the prefix when the

next job is entered. To do this, when entering a new job on the Job Master screen, enter the word NEW

and tab, and the system will write in the number (in this case A116094) as the job number, and

increment the setting to the next number (in this case A116095). The job number can be all numeric

characters also.

If you have more than one prefix, you can set up a numbering sequence for each of them.

Notice the Job Prefix button on the top left of the Order Entry screen we are discussing.

If you click on the Job Prefix button, this screen will display.


JOBSCOPE Page 8

In addition to the primary number scheme with the A prefix, we have two additional prefixes, BW and

CC. When entering a new job on the Job Master screen, if we enter BWNEW as below, and tab, the

system will assign job number BW5843.

You may want to always force the users to enter a prefix rather than the simple NEW. To do this, turn

(uncheck) Assign Job Number Sequentially off as shown below, and the system will expect the Job Prefix


JOBSCOPE Page 9

entries so it can assign a job number. If they enter NEW, it won’t assign NEW as the job number, it will

simply blank the job number field and give an error on Save.

Assign Customer Numbers Sequentially – Checking this on will cause the system to assign the next

customer number when a new customer is entered. The user enters the word NEW in the Customer

Number field and the system selects the next number.

Sales Acknowledgments – Print Heading/Line Item Text – This refers to user text. If this is checked on for

the Heading, any user text for the Job Master will print on the Sales Acknowledgment. If this is checked

on for the Line Item, then any line item user text will print.

Export Customer Activities To Calendar – Entries on the Activities tab in the Customer Master can be

exported automatically to your email calendar if the Automatically box is checked. The CRM User Guide

has the details.

Allow Budgeting By Release – You can have the system budget by Production Release if desired. See the

section on Budgeting By Release.

Default Budget Category Basis – When a new job is created, the system will assign default cost

categories based upon standard category entries in Table 2005. There is also a function that allows you

to set the default categories by Product Line, WIP Code, or Bill Code. The drop down contains four

selections, Blank, PL for product line, WC for WIP code, and BC for Bill code. If you select blank, then

this function is turned off, and the job categories will be created from table 2005.

This is table 2005. To enter standard categories, click on New on the toolbar and select from the

Standard Category drop down list. If you want to do standard categories by product line, WIP code, or

Bill code, click on the New Type button at the bottom. If you don’t have a New Type button, it is

probably because the “Default Budget Category Basis” field has blank for an entry.


JOBSCOPE Page 10

When you click on the New Type button, this screen will display. This entry says that category

MECHANICAL is a category associated with Bill Code entries, and will be a standard job category when

the Bill Code is TC. Consider that you will have chosen either product line, WIP Code, or Bill Code as the

basis for your standard categories (assuming you are not using table 2005), and so you probably will not

have a mix of Types in the table, just the one you have selected.


JOBSCOPE Page 11

Default Budget by Job or Release – This tells the system whether you want to budget by job or

production release. Unless you have carefully studied budgeting by release, select Job.

User Defined Budget Column – The basic job cost system provides for two budgets, sales and current.

The intent is that the sales budget was the budget at the time of sale, and the current budget is the

budget as of the current time. The User Defined Budget column is a third budget column that you can

use if desired. If you check it on, the Column Heading field will allow you to enter what you would like

the budget column heading to be. Very few companies need more than the standard sales and current

budgets, so you should probably leave it checked off (unchecked).

Comment Required For Line Item Change – If this is checked on, when a user makes a change to an

existing job line item, a box will display for entry of a comment about the change. The user must enter

something. Until you are further along, you should leave this checked off.

Enable Sales Regions - Check this if you want to use the Sales Regions functionality. You can learn more

about this in the Sales Regions section of this User Guide.

Require Password to exceed Credit Limit – Each customer can have a credit limit entered in the Customer

Master. When a new job is entered and line items added, the system checks the amount of open credit

for the customer and compares it to the credit limit. If it is greater than the credit limit, a warning

displays. In addition, if this is not checked on, the user can simply click on OK to proceed. However, if

this is checked on, the user must enter a password to proceed. If it is checked on, then the Password

field will allow the password to be entered.

Use Crane Equipment Screens – A number of crane manufacturers use Jobscope. This provides for the

display of special screens for data entry about cranes. Unless you make cranes, leave it checked off

(unchecked). If this is checked, the side panel for the customer will list Contacts, Sites, and Cranes. If it

is checked off, the side panel will list Contacts, Sites, and Equipment.

Use Google for Customer Activities – Checking this will cause the system to generate a link to Google

mail and calendar.


JOBSCOPE Page 12

Table Entries for Customers

Table entries populate the dropdowns for fields on the screen. If you don’t want to use the field, you

can put a blank entry in the table. This is what a blank entry looks like. Notice that the code field is

blank. In most cases, this would be the only entry in the table.

You can access the tables in System Utilities, Operations, Table Maintenance. The Table Maintenance

screen will display with a listing of the tables. You can sort them by the database name or number of

the table by clicking on the column heading on the right labeled Database Table.

Your database may have most of these entries. Check each one of them to be sure. Where the guide

suggests leaving blanks, you can come back later and fill in the data after you have had time to think

about it. The table are arranged by the two tabs on the Customer screen that require table entries,

Customer Master and Activities.


JOBSCOPE Page 13

Table Entries for the Customer Master Tab

Company Codes (Table 0001)

The first table that we want to work with is table 0001, Company Codes. A “Company” in Jobscope is an

entity represented in a single balance sheet and income statement. If you want to produce different

balance sheets and income statements for parts of your business entity, then you will need more than

one company code. Your database may already have a single entry in this table. You can either delete it

and add a new one, or change the address and other data and use that company code.

To access it, double click on it in the table list. It is shown below.

Don’t create a blank entry. Select a code, and enter the information. On the right side, where it says

Company Logo, you need to load the image that you want to appear at the top of your customer invoice.

You can click on Remove Image to get rid of the one that came with the system, and click on the browse

button and browse to the image you want to use.


JOBSCOPE Page 14

Work In Process Codes (Table 0012)

These are the accounts we need to set up Work In Process (WIP) codes. When a job is entered, two

codes must be entered to define the accounting for the job. On the cost side, the code is Work In

Process Code (Table 0012). On the billing side, the code is Billing Code, and the table is 7006.

Job Account – This is job inventory. In Jobscope, you don’t have to purchase everything to

inventory; you can purchase non-inventory (and also inventory) directly to a job. When the item

is received, it can be immediately charged to the job, or it can go into a special inventory the

system sets up for the job, and be issued out later. This “Job Inventory” account is an asset

account in every sense of the word.

Material WIP Account – When you charge material to a job, the debit side of the transaction

goes to this account. If you are charging directly to cost of sales, then this would be a cost of

goods sold account. If you are using a work in process inventory scheme, this account would be

material WIP.


JOBSCOPE Page 15

Material WIP Account Late – You can have late charges (charges made after the job is closed) go

to a different account, or you can enter the same account here.

Material Overhead Account – You can set up a percentage in Table 3001 that will be charged as

a material overhead when materials are charged to a job. This account will be the credit side of

that transaction.

Labor WIP Account – The same as material except this is for labor. It is a debit to WIP or cost of

goods sold.

Labor Later Account WIP – Late charges for labor.

Clear Account – If you have more than one company, and make an intercompany job charge, like

charging a job in one company with inventory from another, then this account will pick up a

credit in the company where the job resides.

Salespersons (Table 1004)

Enter the people that may be defined as the salesperson for a job.


JOBSCOPE Page 16

User Class (Table 1006)

User Class is another way of classifying customers. To get started, be sure you have a blank entry in the

table.

Industry Type (Table1007)

Industry Type is a way of classifying customers. To get started, be sure you have a blank entry in the

table.

Group Code (Table 2999)

Group code is a way of classifying customers for sales purposes. To get started, be sure you have a

blank entry in the table.

Currency Codes (Table 3013)

Verify that you have an entry for your native currency.

State Codes (Table 7001)

These entries should already be in the database for the United States.


JOBSCOPE Page 17

Terms Codes (Table 7003)

These are the payment terms for your customer billings. You should set up entries here before you do

any invoicing.


JOBSCOPE Page 18

Billing Codes (Table 7006)

Billing codes define the accounting for billing and accounts receivable transactions. This is the table with

the Remit To Address tab selected. Enter your remit to address and then select the Accounts tab.


JOBSCOPE Page 19

This is the Accounts tab, and these are the other accounts you need.

A/R Account (Debit) – This is the Accounts Receivable account.

A/R Deferred Account CR – If you want billings to go directly to sales, put the sales account here.

If you are using a work in process scheme, then this should be a deferred income account.

Billings will then be moved from deferred income to sales either at job closing, or based on a

percentage completion value.

A/R Accrued Freight CR – If you designate part of the billing as freight, that amount will be

credited to this account.

A/R Accrued Tax CR – Same as freight except this is for tax.

Cost Applied Account DB – This is cost of goods sold. In Jobscope, under a work in process

inventory scheme, the amount that is moved from work in process to cost of goods sold on a job

is referred to as cost applied. At job closing, any amounts remaining in WIP for the job are

credited to WIP and debited to this account. The WIP accounts are in table 0012.


JOBSCOPE Page 20

Sales Account – The sales account goes here. If you want billings to go directly to sales, then this

account and the A/R Deferred Account will be the same.

Cost Applied Material and the rest of the Cost Applied Accounts – You can set up the system so

that make for stock items maintain a cost breakdown according to these seven breakdowns;

material, material overhead, labor, labor overhead, engineering, engineering overhead, and

subcontracting, If you turn this on, then the inventory values will go to the these accounts in

the general ledger instead of the normal single inventory account. In other words, when a make

for stock job is closed, the job cost breakdowns will go to these inventory accounts.

Tax Codes (Table 7008)

You can set up tax codes for customers. When you enter an invoice, the program will bring over that tax

code and calculate a tax amount. You can set up codes now if you collect taxes, or put a blank in the

table.

Country Codes (Table 7009)

These entries should already be in the database.


JOBSCOPE Page 21

Table Entries for the Activities Tab

Customer Activity Types

This field is on the Activity tab, and it allows you to classify the activity.


JOBSCOPE Page 22

Customer Contact Methods

This is labeled Contact Type on the Activities tab. This allows you to define the ways that you expect to

communicate with your customers.


JOBSCOPE Page 23

Sales Regions

The Sales Regions functionality allows you to define “which users can work with data for which

customers”.

Overview

First of all, the Sales Region functionality may be overkill for your security scheme, and you can leave it

turned off by not checking the Enable Sales Regions box in System Utilities. However, if you want to

restrict employees (users) to only be able to work with selected customers and customer sites, you may

want to use it.

The Sales Region functionality allows you to set up a hierarchical structure of Regions and SubRegions

and SubRegions under SubRegions for as many levels as you need. With this structure in place, you can

assign each customer master or the customer’s sites to one or more of the points (Regions/SubRegions)

in the structure.

This Region/SubRegion definition can be geographical, or it can be based on sales territories, or types of

customers or anything you like. It can also be a combination of the two. As an example, you might set

up a geographical scheme, and assign customers and users to points in the scheme. However, you

might have a sales manager who handles a group of special customers called national accounts. In

addition to the geographical scheme you could create a region called National Accounts. The national

accounts customers and their sites would be assigned to their place in the geographical scheme, and

they would also be assigned to the region National Accounts. The sales manager would also have the

National Accounts region assigned, thus giving him or her access to the national accounts customers

wherever they are located.

With the customer’s linked to the structure, you can then define the Regions or SubRegions to which an

employee has access.

With all this in place, when an employee attempts to access a customer or customer site, the system will

determine if the employee has access to the Region or SubRegion to which the customer or site is

assigned.

The Job Management and Control, Estimating, and Part Price Inquiry modules use this functionality to

determine the employee’s access.


JOBSCOPE Page 24

Setting Up for Sales Regions

System Utilities

To enable Sales Regions, go into System Utilities, System Configuration, Job Control, and Order Entry.

The Order Entry configuration screen displays. Check Enable Sales Regions.


JOBSCOPE Page 25

User Permissions

For the users that will manage the sales region functionality, two user permissions need to be checked.

Employee Regions allows the user to view/edit employee regions in the Employee Master. Customer

Regions allows the user to view/edit the customer regions in the Customer Master.

Link each user record to an employee

In Security Users mode of System Utilities, be sure that the user id is linked to an Employee Master

record. In this example, they are the same, but they don’t have to be.


JOBSCOPE Page 26

Assign Region and SubRegion Access to Employees

In the Resources module, in Employees mode, you will see a Regions tab in the Employee Master, as

shown below. That tab will display the structure of regions/subregions, and you can select the

regions/subregions for which the employee has access.


JOBSCOPE Page 27

Assign Each Customer to a Region or SubRegion

In the Customers module, click on View and Manage Sales Regions. There is a row for the customer

master and for each site. If you do the customer master, then you can’t do sites because they are

already on for the customer. If you don’t want all sites available, then don’t check the customer and do

each site individually. To link a customer or customer site to a region or subregion, click in the Regions

column. The Regions/SubRegions structure will display. Click on the Region or Subregions to which the

customer or customer site belongs.

If a user has access to a customer at the customer level, then the customer master will be available to

the user to the extent that applicable user permissions are assigned to the user.

If the user only has access to some but not all of a customer’s sites, then the user will see the customer

master, but cannot make any changes. Only the sites to which the user has access will list, and the user

can work with those sites only.


JOBSCOPE Page 28

Operating With Sales Regions

In Job Management and Control

If you are using Sales Regions, then a user will not be able to create a job for a customer that is not

assigned to a region/subregion to which the user has access. When a user is creating a job, and enters a

customer number to which the user does not have access, an error will display indicating that access to

that customer is denied.

If a user browses for jobs, only the jobs for customers to which the user has access will display.

If the user does not have customer access, but has access to sites for the customer, the validation for

the customer number will initially pass. However, under this condition, the user must enter either a bill-

to or a ship-to site, and must have access to that site. If no sites are entered, on Save the system will

display this error.

In Production Releases mode, if the user has access only to certain sites, then the user will only be able

to create a release for bill-to and/or ship-to sites for which the user has access.

In Estimating

In the Estimating module, the user may only access estimates for customers to which the user has

access.

In Part Price Inquiry

In the Part Price Inquiry module, the user may only access inquries for customers to which the user has

access.


JOBSCOPE Page 29

Customer Master

The Customers module allows users to create, view and modify Customer information. Launch the

Customers Module from the Jobscope Enterprise Edition Main Screen. The Customers Main screen

displays in Open/Create mode:

To view an existing Customer, type in the Customer Number if known, or use the magnifying glass icon

to open the Customer Search screen:


JOBSCOPE Page 30

In the Customer Search screen, type in the information you know about the Customer you are trying to

locate and click Search. To retrieve all Customer records, click Search without entering any criteria.

Note: To perform a partial search, use the wildcard “%”


JOBSCOPE Page 31

The down arrow by the Open button on the toolbar allows you to browse for a customer, activity,

customer site, or contact.

Note: Use the Recent dropdown to display the recently found Customer records. This

may save some time when trying to locate a Customer record if this particular Customer

is frequently worked with.

Double-click on the desired Customer record to retrieve the information and display it in the Customer

Master screen:


JOBSCOPE Page 32

The Customer Module displays a Toolbar at the top of the screen with different available functions:

Open: ( or CTRL+O) Use this function if you want to retrieve (open) an

additional Customer record to be displayed on the screen.

Save: ( or CTRL+S) Use this function to save new or modified information to the

current Customer record being displayed

New: ( or CTRL+N) Use this function to ready the screen for data entry for a new

Customer record


JOBSCOPE Page 33

Sort: ( ) Use the dropdown to select which field the Customer

records will be sorted by. Options are Customer Number, Customer Name, Sales Person,

State and Postal Code. This option is used in conjunction with the Navigator

Navigator: ( ) Use these controls to move along the list of existing

Customers. These controls move to the Next ( ), Previous ( ), First ( ) or Last (

) Customer record (based on the current Sort order)

To create a new Customer, enter the Customer Number, Customer Name and select a Currency Code.

These fields are required to create a Customer Record. If there is only one currency code, the system

will default to that code.

Note: All required fields are marked in bold.

All other fields are not required but provide valuable information about the Customer record:

Review Date - Date when the Customer was last reviewed

Abbreviation – Up to 4-character abbreviation

Prospect – If the Customer is a Prospect, and a new Job is entered, the system will uncheck

this.

Reference – Free form field, use it to enter a related Customer Number if applicable

Address Box – Current Address and Contact information

Bill Code – Accounts Receivable Billings Account

WIP Code – Work In Progress Labor and Materials accounts to which charges are made for

Jobs

Payment Terms – Select the appropriate value from the dropdown (10 days, net 30 days,

etc)

Tax Codes (1-4) – For taxable invoice items, these tax codes will be copied to the invoice if a

ship-to customer site is not referenced on the invoice. If a ship-to site record is referenced

on the invoice, then the codes from the site record will be used

Tax Exempt – Tax Exempt Number when products sold to this Customer are not taxable

Routing – Shipment Method used

Agreement – Pricing Agreement Number if applicable (see Price Agreement section in this

Guide)

FOB – Specify whether Buyer or Seller pays for freight charges

Statement Flag – Free form field, use it to indicate whether Customer receives Statements

Disc/Markup – Percent Discount or Markup to be applied to all Orders placed by this

Customer

Active Flag – Indicates whether the Customer is Active. Inactive Customers should not be

used.


JOBSCOPE Page 34

Service Charge – Check if a service charge is applied to Jobs for this Customer

VAT Settings – Select whether VAT is used and set up applicable codes

If Use Canadian Taxes was checked in Startup, the following fields display and need to be populated:

Canadian Tax Exempt Fed – Tax Exempt Number for Federal Taxes

Canadian Tax Exempt Prov – Tax Exempt Number for Province Taxes

Once all the desired information has been entered, click Save ( ). To create another Customer,

select Customer from the New menu or CTRL+N.

The Tax and Sales People Tabs

The Tax Information tab is shown below. This is where you can enter the tax information.

This is the Sales People tab. You can enter up to three sales people for the customer.


JOBSCOPE Page 35

Salesperson Calendar

You can click on View on the toolbar and then Salesperson Calendar in the dropdown menu and the

Salesperson Calendar screen will display.

This calendar will display activities for the salesman.


JOBSCOPE Page 36

The Hold Codes

There are a number of hold codes that you can check on the bottom right of the Customers screen.

Credit Status Hold

Checking the Hold in the Credit Status box will not allow a new job to be entered for the customer.

When a user tries to enter a new job, this message will display. To check this box, the user must select a

valid Reason code from the Customer Hold Reason Code table.


JOBSCOPE Page 37

Credit Status Watch

If the customer is put on credit watch then a warning will be displayed to the user, but the user can still

enter the job.

Job Hold

If the customer is put on Job Hold, the user will get the message below, and the system will not allow a

new job to be entered for the customer


JOBSCOPE Page 38

Work Order Hold

If the customer is placed on Work Order Hold, then work orders may not be created for the customer.

The user will see this message when trying to create work orders.

Shipping Hold

If the customer is placed on Shipping Hold, then shipments are not allowed for the customer.

The user will get this message when trying to ship for the customer.


JOBSCOPE Page 39

Customer Contacts, Sites and Associated Equipment

The Left pane shows the Customer Tree View which displays all Customers currently Open for viewing or

editing on the screen, and their associated Contacts, Sites and Equipment:

Contacts

Expand the Contacts node ( ) to view the list of Contacts for the selected Customer:

Click on any of the Contacts to view the detailed information:


JOBSCOPE Page 40

To add a new Contact, select Customer Contact from the New menu or CTRL+N:

The Contact Screen readies for data entry:

Enter the Last Name and First Name for the Contact. All other fields are not required but provide useful

information about the Contact record.

Associate the Contact with the Customer Sites by checking the appropriate checkboxes in the Sites box.


JOBSCOPE Page 41

Click Save ( ). The newly created Contact displays in the Tree for the selected Customer.

Repeat the above steps as needed to create all desired Contacts for the selected Customer.


JOBSCOPE Page 42

You can click on the Export button to export the contact to your email system.

A file will be opened in your email to allow you to save the contact in your email.


JOBSCOPE Page 43

Sites

Expand the Bill To or Ship To nodes ( ) to view the list of Bill To or Ship To Sites for the selected

Customer:

Click on any of the Sites to view the detailed information:


JOBSCOPE Page 44

Additional information for the Sites can be added, viewed and/or edited in the Site User Text tab:

To add a new Customer Site, select Customer Site from the New menu or CTRL+N:

The Site Screen readies for data entry:

The Site Number is auto populated but can be changed. Enter a Site Name and specify whether the Site

is a Ship To Site or a Bill To Site, or both. The form opens with Ship To Site checked by default. The

Street Address is also a mandatory field and needs to be populated.

All other fields are not mandatory but provide useful information:


JOBSCOPE Page 45

Default Ship-To – If this is checked, then when a new job, estimate, or inquiry is created for the

customer, this site will be used as the ship to address

Default Bill-To – Same as for Default Ship-To

Address box – Current Address and Contact information for the Site

Routing – Shipment Method used

FOB Point – Specify whether Buyer or Seller pays for freight charges

Tax Codes – If a ship-to site is referenced on a billing invoice, the system will copy the tax codes

from the site to the invoice. If a ship-to site is not referenced, the system will copy the tax codes

from the Customer Master

Tax Exempt Number – Used when products sold to this Customer are not taxable

Memo – Free text information about the Site

VAT Information – Select whether VAT is used and its applicable Code

If Use Canadian Taxes was checked in Startup the corresponding fields will also display.

Click Save ( ). The newly created Site displays in the Tree for the selected Customer under Bill

To or Ship to section.

Repeat the above steps as needed to create all desired Sites for the selected Customer.

Equipment

Expand the Equipment node ( ) to view the list of Equipment for the selected Customer:


JOBSCOPE Page 46

Click on any of the Equipment records to view the detailed information:

The Events tab displays current Events for the selected piece of Equipment:


JOBSCOPE Page 47

Use the New menu to add new pieces of Equipment to the selected Customer:

The Equipment Screen readies for data entry:


JOBSCOPE Page 48

A Serial Number is optional. Enter a Description for the piece of Equipment, select the Type, Model and

Warranty Type from the corresponding dropdowns.


In Service Date – Date when the piece of Equipment started service with this Customer

Purchased – Date of purchase

Follow Up Date – Date when a follow up maintenance event is scheduled

Location – Free form field to specify the location of the piece of Equipment within the selected

Site

Safety Notes – Free form field to enter Safety Notes for the handling/operation of the piece of

Equipment

The section at the bottom of the screen allows the user to associate Files to the piece of Equipment.

Drawings, Sketches, Spec Documents and others can be added to this list for future reference. To add a

new file, click on Click here to add a new row to enable the function:

The magnifying glass icon opens the Browse Window to locate the File to be attached:


JOBSCOPE Page 49

Click Open. The selected File is attached to the Equipment record.

Click Save ( ). The newly created piece of Equipment displays in the Tree for the selected

Customer under the Equipment section.

Repeat the above steps as needed to create all desired pieces of Equipment for the selected Customer.


JOBSCOPE Page 50

Equipment Events

Events can be created for Customer Equipment, using the Events tab.

To create a new Event, enter the Event Number, Event Date, Description, Event Status and Service

Type.


Part Number – Part Number for the piece of Equipment or one of its components which is being

affected by the Event.

Memo – Use this field to enter more detailed information about the Event

Specific Jobs, Estimates and Returns can be quickly associated with the selected Equipment Event. Use

the magnifying glass icon to open the corresponding Search screen and retrieve the appropriate

record. To attach a Job, for example, click on the icon and the Release Line Item search screen opens:


JOBSCOPE Page 51

Find the desired Job/Release Number and double-click on the record or click OK to retrieve it.


JOBSCOPE Page 52

The Job Number displays in the list:

Repeat the same action to add multiple Jobs, or to add Estimates or Returns to the particular piece of

Equipment:


JOBSCOPE Page 53

In addition, Equipment Events can also be viewed and/or created through the Job Line Item screen in

the Job Management & Control module:

Double click on one of the Events listed in the box to see its detailed information:


JOBSCOPE Page 54

Click the magnifying glass icon (in the Equipment Events field on the line item screen) to open the

Search Event screen and locate a specific Event record:


JOBSCOPE Page 55

You can click the New icon down arrow and select Equipment Event to create a new

Equipment Event. The Customer Equipment Event screen opens:

Enter the Event information and select File | Save or CTRL+S when finished to save the Event:


JOBSCOPE Page 56

The section at the bottom of the screen allows the user to associate Files to the Event. Drawings,

Sketches, Spec Documents and others can be added to this list for future reference. To add a new file,

select the event, and click on Click here to add a new row to enable the function:

The magnifying glass icon opens the Browse Window to locate the File to be attached:


JOBSCOPE Page 57

Click Open. The selected File is attached to the Event. Click Save ( ). The newly created Event

displays in the Event List at the top of the screen:

Repeat the above steps as needed to create all desired Events for the selected piece of Equipment.

Equipment Analysis

You can access the Equipment Analysis screen by clicking on View on the Toolbar and clicking on

Equipment Analysis.


JOBSCOPE Page 58

Credit History

The Credit History tab displays Credit information for the Customer, including Customer Aging, Historical

Data per Calendar and Fiscal Year, and past credit transactions in a Chart View.


JOBSCOPE Page 59

Documents/Carrier Accounts

The Documents/Carrier Accounts tab displays a list of Documents on the top half and a list of Carrier

Accounts on the bottom half associated to the selected Customer.


JOBSCOPE Page 60

User Text

The User Text tab allows user to include extensive additional information for the selected Customer. It

allows text formatting, copying of special text, etc.

The User can Copy Existing User Text, or Copy Special Text using the icons labelled as such.


JOBSCOPE Page 61

Activities

The Activities tab allows the user to create and track Activities associated with the selected Customer.

Keep track of the multiple phone calls, emails or other means of communication, together with their

outcome, follow up status, and other valuable information. You can use the email button to send an

email.

Use the New menu to add new Activities to the selected Customer:

To add a new Activity, enter the following required fields:

Subject – Short and concise description of the Activity Recipient – Select the appropriate Contact from the dropdown Sender – Select the appropriate User from the dropdown (it will default to the logged in User) Inbound/Outbound – Select whether the call/letter/etc. are made by the Customer or to the

Customer


JOBSCOPE Page 62

Activity Type – Select from the dropdown. For example Sales, AR Follow-up, Service, Warranty Contact Type – Select the appropriate method of Contact from the dropdown (phone, email,

mail, etc.) Phone Number – Use for follow up


Priority – Use your own priority scale to set the importance of the Activity

Due Date – Date the Activity should be completed (Closed)

Address Information

Closed – Indicates the Activity is finalized and there are no further actions to add to it

A Release Number, Estimate, Customer Inquiry and or Invoice can be associated with the Activity

record if desired. Use the magnifying glass icon to retrieve the appropriate record in each case.

The bottom part of the screen offers a Memo-like Notes field where you can add free-form notes to the

Activity. For example, if the user follows up with a phone call to the Customer, a new Note can be

created with the details of the call. It displays the user who created the Note with a timestamp, and also

any updates to the Note.

Click on Click here to add a new row to activate the Notes function. Type in the Note on the second row

(the first row will display the User Name and timestamp):


JOBSCOPE Page 63

Click Save ( ). The newly created Activity displays in the box:

You can click on the Documents tab to link a document to the activity. When you click where it says

“click here”, you can enter a document description and the file path to the description, or you can

browse to the document with the Find icon.

You can open the linked document using the Open icon.

Repeat the above steps as needed to create Activities for the selected Customer.

If you don’t check the box Do Not Export to Outlook , and you have the System Configuration option

Export Customer Activities to Calendar set to Automatically, then the activity will display in your email,

where you can save it there.


JOBSCOPE Page 64


JOBSCOPE Page 65

Products

The Products tab displays a list with all the Part Numbers included in Job Line Items associated with the

selected Customer. The list is grouped by Part Number. You can double click on the line with the part

number and the Parts and Change Control module will open with the part displayed. You can double

click on a release line item line and the Job Management and Control module will open with the release

displayed. You can open the line item from there.


JOBSCOPE Page 66

Invoices

The Invoices tab displays a list with all the Invoices associated with the selected Customer. The list is

grouped by Invoice Number and displays the Job Number for each Invoice. If the invoice has payments,

an outline box will display beside the invoice number. If you click on it, the payments will display. You

can click on an invoice number and the Accounts Receivable module will open with the invoice

displayed. You can click on the job number and the Job Management and Control module will open with

the job displayed.


JOBSCOPE Page 67

Quotes

The Quotes tab displays a list with all the Quotes generated in the Part Price Inquiry module which are

associated with the selected Customer. You can click on the outline box and view the quote lines. You

can click on the job number and open the job, or click on the inquiry number and open the inquiry.


JOBSCOPE Page 68

Estimates

The Estimates tab displays a list with all the Estimates generated in the Estimating module which are

associated with the selected Customer. You can click on the outline box to see the estimate lines. You

can click on the estimate number to open the estimate. If the estimate was turned into a job, you can

click on the job number to open the job.


JOBSCOPE Page 69

Jobs

The Jobs tab displays a list with all the Job Numbers associated with the selected Customer. You can

click on the job number to open the job, or you can click on part number to open the Part Master.


JOBSCOPE Page 70

Price Agreements

Price Agreements allow the user to specify special prices that apply to one or more Customers. For

example, when a specified quantity of items is purchased, the Customer may get a discount.

Agreements may be defined for specific Customers or may be generic and assigned to Customers on the

Customer Master screen. A Customer may have two price agreements associated with it; one specific to

the Customer and one that is assigned on the Customer Master screen.

When the user enters a Line Item for a Job, the System first searches for an Agreement specific to the

Customer. If one exists, the System looks for a Part Number on the Agreement that matches the Part

Number of the Release Line Item. If a match is found, the price is determined from this Agreement and

written to the Line Item.

If the Part Number is not found on a Customer-specific Agreement or a Generic Agreement, the default

price from the Engineering Bill of Materials (entered on the Parts or the Components screen) is used.

For example, Customer 0001 may be assigned generic Price Agreement 1234 on the Customers screen.

This Agreement may specify a unit price of 100.00 for Stock Item 12345-6789.

Customer 0001 may also have a specific Price Agreement (Agreement numbered 0001). This Agreement

specifies a unit price of 90.00 for Stock Item 12345-6789. When a Job is entered with this Line Item for

Customer 0001, the System will use the unit price of 90.00 as found in the Customer-specific Price

Agreement.

Note: If a foreign currency is associated with the Customer, the price will be converted to

the foreign currency based on the exchange rate entered for the job.

Open the Price Agreement screen using the View menu:

Note that the user must have the Price Agreements permission in order for that option to appear.


JOBSCOPE Page 71

The Price Agreements screen displays:

Start by opening the customer’s price agreements in the side panel on the left by clicking on Open

( ), which gives you a browse screen to select the price agreement to work with, or Show All

( ) to list them all.

Then it looks like this. The parts covered by the price agreement are listed under each agreement.


JOBSCOPE Page 72

Click on a Price Agreement part to review its details. The information displays to the right:

Use the New ( ) dropdown to add a new agreement or part to the selected agreement.

Enter an Agreement code and Description:

Note: To enter a new Agreement for a specific Customer, enter the Customer Number in

the Agreement field. To enter a Generic Price Agreement, enter an Agreement code that

is not a Customer Number.

Click Save ( or CTRL+S). The new Agreement displays in the Tree.

Use the magnifying glass icon next to the Part Number field to retrieve Parts to be included in the

Agreement:


JOBSCOPE Page 73

The Part is added to the Agreement and multiple rows for different specified Quantities are readied for

Price information:

The Current Selling Price displays for your information.


JOBSCOPE Page 74

Enter each Minimum Quantity associated with each Price/Percent discount. The Price entered applies

to the Item when the Quantity ranges between the value entered here and the next Minimum Quantity

entered. Quantities must be entered in ascending order.

Up to eight Quantity ranges and corresponding prices may be entered for each Part Number.

Use the Price column to enter the Price adjustment directly. Leaving the field blank indicates the Current

Selling Price will be used. The price adjustment can be used in conjunction with Percent and/or Amount

Adjustments.

Use the Percent column to enter a percentage adjustment for the Price. A negative percentage indicates

a discount and therefore reduces the Adjusted Price. A positive percentage raises the Adjusted Price.

The percentage adjustment can be used in conjunction with Price and/or Amount Adjustments.

Use the Amount column to enter a dollar adjustment to the Price. A negative amount indicates a

discount and reduces the Adjusted Price. A positive amount raises the Adjusted Price. The amount

adjustment can be used in conjunction with Price and/or Percent Adjustments.

The Adjusted Price displays the Price for each Quantity range based on any applicable Adjustments.

Click Save ( or CTRL+S) once all Adjustments are entered.

To add an additional Part Number to the current Price Agreement, select Part from the New menu. The

cursor will blink in the Part Number field. Click on the browse symbol ( ) beside the field and select

the part you want to add.


JOBSCOPE Page 75

The Part Search screen opens. Locate the desired Part Number and double click on it.

The Part Number is added to the Agreement:

Proceed to specify the Price Adjustments for each Quantity range as desired:

Click Save ( or CTRL+S) once all Adjustments are entered.


JOBSCOPE Page 76

Creating Data Using the File Icon

You can create new data records using the File icon. When you click on it, one of the options that

displays in the dropdown is New. When you hover over New, another dropdown lists new things that

you can create. Click on the one you want, and the module where a new data record must be entered

will open with the customer number filled in. That customer number will be the customer that is open

at the time. If you don’t have a customer open, it won’t work.

The new data records that you can create from here are as follows: Customer Customer Contact Customer Activity Customer Site Equipment Job Part Price Inquiry Estimate If you checked Use Crane Equipment Screens in the Order Entry screen of System Configuration, then Equipment will not display, and Cranes will display in it’s place.


JOBSCOPE Page 77

Cranes

A number of Jobscope users are in the crane business. As a result, they need to maintain information

about the cranes at their customer sites. The crane functionality in Jobscope is designed to provide for

maintaining crane information.

For each crane, you can enter information about the bridge, the trolley, and the hoist.

Setting Up For Cranes

A number of tables can be set up to allow you to define certain values that the user may select when

entering crane data.

Crane Capacity UOM

This table allows you to define the unit(s) of measure for crane capacity. As with other tables, you can

create a blank record by leaving the Unit of Measure field blank and clicking on Apply.


JOBSCOPE Page 78

Crane Checklist Type

Here you can define the types of checklists that you may want to use in the Mobile Forms module.

Crane Equip Compass Heading

Here you can define the orientation of the runway. If you don’t need to record this, you can use the

table and the field for other information.


JOBSCOPE Page 79

Crane Equipment Class

You can use this to classify the cranes. This classification can be anything you wish.

Crane Control Types

You can use this to define the types of controls, or some other type of information.


JOBSCOPE Page 80

Crane Drive Types

You can use this to define the types of drives for the cranes, or for another type of information.

Crane Hoist Load Type

You can define the load type, or use this for other information.


JOBSCOPE Page 81

Crane Inspection Types

You can use this in conjunction with the Mobile Forms module.

Crane Equipment Types

The Types can be as you wish to define them.


JOBSCOPE Page 82

Entering Crane Data

Cranes

To enter a new crane, either click on the word “Crane” on the side panel on the left, or click on the

down arrow beside New on the toolbar and click on Crane. Enter the data and click on Save on the

toolbar.

Notice that when you entered the crane data, you were on the General tab. After you have the crane

entered, you can also enter data on the bridge, trolley, and hoist by clicking on the appropriate tab.

When you click on one of these tabs, the screen will look like this. Click on the plus symbol on the right

side.


JOBSCOPE Page 83

Bridges

If you clicked on the Bridge tab and Add Bridge, this screen will display. Enter the general information

about the bridge and click on the Save button on the toolbar.


JOBSCOPE Page 84

Bridge Motors

Now it looks like this if the Motor tab is selected. You can enter data on one or more motors by clicking

on the Append button at the bottom. Append is the one with the plus symbol.

A line will display where you can enter the motor information. Type the information into each field. It

will save as you enter. When you are finished, if you have another motor to enter, click on Append again

and repeat.


JOBSCOPE Page 85

Bridge Brakes

Brakes work the same way. Click on Append and type the information.

Bridge Contactors

Same for Contactors. Click on Append and type the information.


JOBSCOPE Page 86

Trolleys

To add a Trolley, click on the Trolley tab and click on the plus symbol on the right.

Enter the General Information and click on Save on the Toolbar.

You can enter motor, brake, and contactor data just like as for Bridges.


JOBSCOPE Page 87

Hoists

Add a hoist by clicking on the Hoist tab and clicking on the plus symbol on the right.

This is the hoist screen. Enter the information and click on Save on the Toolbar. You can enter motor,

brake, and contactor information just as you did for bridges.


JOBSCOPE Page 88

Customer Reports

The Customer module offers several Reports listed in the Reports Menu:

The Reports can be generated for a particular Customer (the one currently selected) or for all

Customers.

When generating Reports without having a Customer specified, a Parameter window opens:

The User can enter the desired parameters, or leave the criteria blank and generate the Report with all

available records.


JOBSCOPE Page 89

The Report can be generated for a specific Customer or set of Customers. Use the magnifying glass icon

to open the Search Customer screen and retrieve the desired records.

For each retrieved Customer Record, click Add to append to the List of Customers to be included in the

Report:

Note: Remove the * value from the list to avoid including ALL Customers in the report.

Select the Sort criteria using the dropdown:


JOBSCOPE Page 90

Click OK to generate the Report:

Click the refresh icon on the Toolbar to refresh the data in the Report and re-generate. The System

prompts whether to use the current parameters or new ones:

Choosing to get New Parameters value will display the Parameters screen again.


JOBSCOPE Page 91

E-mailing Reports

A Report can be e-mailed in a variety of formats. Click the Email button to open the Email Report screen:

The From address is the email address for the logged in User. Specify the Addresses to send the Report

to. The Report file is attached to the email in PDF format by default. Change the File Type if desired to

any of the selections on the right. A message can be included using the Message box. Lastly, additional

attachments can be sent using the Browse button. Any additional attachments will be listed in the Other

Attachments box:

Click Send Email to send the e-mail with the Report.


JOBSCOPE Page 92

Exporting a Report

A Report can also be exported in different formats. Click the Export icon to open the Export Report

window:

Select the location where to save the report, type in a File name or leave the one offered by default; and

specify the File Type using the Save as type dropdown:

Click Save. The system displays the confirmation message:


JOBSCOPE Page 93

Address List

The Address List Report provides a Listing containing the Customer Address and the Telephone Number

for each Contact:


JOBSCOPE Page 94

Customer Contacts

The Customer Contacts Report provides a Listing of all the Customer Contacts with their information:


JOBSCOPE Page 95

Customer List

The Customer List Report provides a Listing of all the Customers:


JOBSCOPE Page 96

Customer Sites

The Customer Sites Report provides a Listing of all Sites for the selected Customer indicating whether

they are Ship To sites, Bill To sites, or both:

January 26, 2016