The first thing is to identify all the various stages you would like a job to be processed through.
Like for instance:
- Quote
- Order Parts
- Build base
- Coating
- Finishing
- QA
- Billing
- Delivery
- Customer Survey
These are STATUSES of a job and are set up at Service Module (Left under Platform) > Setup > Job Management
Once Set all Quotes/Invoices can be processed through the various Statuses.
B) DEPOSIT
It would be best business practice to receive a deposit or full payment for the job.
To achieve this either lodge the payment against the Invoice (converted Quote) or execute the procedure to create a Progress Payment request.
> Go to the Invoice > Select menu option 'Progress Payment' >
C) Invoice Versus Debtors
Debtors are people who are due to pay their Invoice/Account.
An invoice does not appear in the customers account until it is closed.
A function at the invoice called 'OK to Close' indicates that this invoice is OK to Close and when you tick the option, the OK to Close Invoices can be seen by:
Platform > Debtors > Show Open Invoices
When requesting to see/process Open Invoices you can choose to show only 'OK to Close' invoices.
The technique of only closing 'OK to Close' invoices (aside from immediately processed orders) will ensure your Debtors Ledger is always 'up-to-date'.
D) HISTORY
The reason that SoEasy uses Invoices as Job Management Documents is that historically, we had a Job Management system outside of the Invoicing system. This led to users failing to charge time and items and to also ignore jobs. A very costly exercise to the companies involved. It is a disciplinary/time issue for many companies to mange paper work effectively and our 'Invoice/Job Model has solved the issue.
E) MANAGEMENT PANELS
SoEasy has many management panels that can be used with Job Management.
See PLATFORM > JOBS screen
F) STAFF MANAGEMENT
We can also track the time of staff against a Job.
This can be a difficult task with companies who have staff working on multiple jobs at the same time.