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Job Finance Status Codes
Since status codes are the basis of job tracking, it’s very important for every job to have a production and billing status code.
Any new work should be opened as a job ticket, as it happens. A job ticket can be opened anytime after it is conceived, and certainly before the work begins. It's important to open new jobs as soon as possible, since purchase orders and time can't be tracked without a job number.
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Although jobs can be managed using dozens of different status codes, some codes have special meaning. These special status codes, called default status codes, are used automatically by Clients & Profits to track new jobs, closed jobs, and re-opened jobs.
Default status codes are used automatically to ensure all jobs are tracked when opened, closed, or re-opened. This is because jobs don’t appear on job lists, traffic reports, and pre-billing summaries unless they have a status code.
🔹To customize the default finance status codes, choose Preferences > Accounting & Finance then click on the Job Finance Status Codes tab.
✳️ Clients & Profits makes an important distinction between new jobs, closed jobs, and re-opened jobs. Every job gets the default new status code as it is opened. The user adding the job has the ability to change the new job’s status to something else but, if left unchanged, the job is sorted on job lists with the other new jobs. Every user can have his or her own default status codes for new jobs, closed jobs, and re-opened jobs; or, the same status codes can be copied and used by everyone.
📎 These are the default finance status codes (you only need to use the ones you want):
📎 when the client approves the estimate Selecting required job templates on new job tickets ensures that new jobs always have a valid job type. As a new job is added, the job templates lookup window opens automatically.
📎 when a job's estimate is billed Selecting required job templates on new job tickets ensures that new jobs always have a valid job type. As a new job is added, the job templates lookup window opens automatically.
📎 when a job has been billed Selecting required job templates on new job tickets ensures that new jobs always have a valid job type. As a new job is added, the job templates lookup window opens automatically.
📎 when a job goes over-estimate Selecting required job templates on new job tickets ensures that new jobs always have a valid job type. As a new job is added, the job templates lookup window opens automatically.
📎 when a job is finished Selecting required job templates on new job tickets ensures that new jobs always have a valid job type. As a new job is added, the job templates lookup window opens automatically.
📎 when a job is closed Selecting required job templates on new job tickets ensures that new jobs always have a valid job type.
📎 jobs for which all A/Rs have been paid by the client Selecting required job templates on new job tickets ensures that new jobs always have a valid job type.
📎 when jobs are opened as unbillable Selecting required job templates on new job tickets ensures that new jobs always have a valid job type.
📎 when closed job tickets are reopened Selecting required job templates on new job tickets ensures that new jobs always have a valid job type. As a new job is added.
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⚠️ Your names, like other settings and preferences, shouldn’t be changed when other users are working. Before changing your names, ask everyone to quit Clients & Profits.
TO SET YOUR DEFAULT JOB FINANCE STATUS CODES
1️⃣ Click on a dropdown menu to select a finance status
Select a production status code from the dropdown menu for the default statuses you want to use.
2️⃣ Repeat step #1 for the other finance status codes you want to change.
3️⃣ Click Save.
The default finance status codes take affect immediately.
TIPS
📌 The names of your account classes (i.e., Equity, Income, etc.) are customizable, although most agencies don’t change them. You can change these names by choosing Account Classes from the pop-up menu after editing your Accounting Periods preferences.
FAQs
💬 Can I delete a task from the Add/Edit window? No. To delete a task, close this windowFrom the Task Table window, click on a task then click the Delete toolbar button. A task can be deleted from the Task Table as long as it isn’t used on any job.
SEE ALSO
How to do estimates
Task Table FAQs
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