Each tab across the top of the Job settings tab gives you the ability to control aspects of what Chronicle requires and does automatically for jobs.
For more detailed information about the Roles tab go to the article for Job Role Setup where you can learn how to define what roles people and organizations can have on jobs.
Edit-checks, confirmations, Captions sub-tab
Check for Missing Information: For Departments and Activities, you determine and whether these must be on the job or not. Your options are:
All Jobs Must Have: The job screen won’t let you close the screen unless you have at least one of the corresponding item associated with the job. Only choose this if the person entering the job will always have this information at the point when the job is added. For example, if you were to choose this option for departments, then you wouldn’t be able to close the job screen without adding at least one department to the job.
Warn If Missing (But Allow): With this option, Chronicle warns the user if the corresponding is missing, but lets the user choose whether to go back and add the missing information or exit without adding it. This is useful if you usually have certain information when entering the job, but if the person entering the job may not always know this information then you would only need to warn them in case they know when entering the job.
Not Required: Choose this if you don’t want Chronicle to check to see whether the information is there or not. For example, if you use activities on some jobs, but don’t on others, then you would want to choose this option so the user didn’t get warned about missing activities for every job that didn’t have them.
You can also control whether a journal is automatically added for new jobs and whether or not the user can cancel out of this journal.
Require a note/reason when...: There are certain actions that you may want to know why something was created, re-activated, removed, or changed. You can require that notes be added to the journal to explain these actions.Or allow the user to decide whether to add a note or not or never ask them to add a note.
When entering job feedback, require and explanation: This setting lets you gather customer comments when they give feedback.
While Chronicle automatically sets up the job number which is ID#1, a number you cannot change, Chronicle also provides you with the ability to change the labels of 5 other fields. These are found on the General tab in the Job file and are searchable fields. If you leave ID3 and ID4 blank they will not be visible in the job file.
- ID2 field defaults to "description" as a label but you can change it to something else.
- ID3 and ID4 fields will not be visible in the job file unless you give them a label. For example, you may want to collect the claim number, policy number, purchase order number, etc. Simply add the label so it is available for use.
- Job ID4 and the Import from QB Function: Some companies have 3rd party software, such as Dash or Workcenter, that pushes jobs into QuickBooks for them. This information can then be bridged to create customer/job files in Chronicle, without double entry of the information. This import process uses the Job ID 4 field in Chronicle to store the job number that was assigned by the 3rd party software. If this type of import applies to your business and you are already using the Job ID 4 field for something else, you will need to move that information elsewhere to either Job ID 3 or a survey answer. By doing so you will be able to search for this job by the 3rd party software job # as well as the Chronicle’s own job number. Go to the Main System Setup> Job tab> Edit-checks, confirmations sub tab> job entry captions> ID 4> and type in the new label of your choice. .
- Captions for Description and Site Name can also be changed. For example, site name could be changed to street address. The site name field is used in many reports to distinguish between jobs for the same customer.
Automatic Actions for Job People
- Automatically make person's Status "Active": either never letting you set it manually or when an employee is associated to a job. This gives you the ability to show who is currently working on a job.
- Atomically make everyone's Status "Complete": either never letting you set it manually or when an employee is associated to a job. This status shows who has finished the work they were supposed to do on a the job.
- Associate Job-Related Journal Recipients to the Job: If you send a job-related journal/fax/email to someone, this controls whether Chronicle automatically associates the recipient with the job. You can choose Always, Never, or Only for non-employees. This last choice would automatically associate non-employees like an insurance adjuster or a subcontractor since sending them an email about the job would usually indicate that they had something to do with the job, but it would not automatically associate employees since you might regularly email employees about jobs, but you wouldn’t necessarily want the owner, office manager, or scheduler associated with every job.
When you associate a non-employee to a job AND that non-employee has associated employee(s). The associations are created in people files on the contacts tab.
For example, when you associate an agent to a job AND that agent has an associated sales rep, Chronicle can react in one of the following ways to automatically add one or more employees to the job file as well:
- Automatically associate all employees: That are associated to the non-employee.
- Auto-associate if there’s one employee; ask if there’s more than one: associated to the non-employee. This is the default setting.
- Ask about whether to associate the employees: At all
- Do nothing: This choice does not automatically associate anyone.
When you associate a non-employee to a job who is associated with other non-employees. The associations are created in people files on the contacts tab.
You can associate a building superintendent to the agent that they use for insurance. When the building superintendent is associated to a job the agent can also be associated automatically.
- Automatically associate all non-employees: That are associated to the non-employee.
- Auto-associate if there’s one; ask if there’s more than one: associated to the non-employee. This is the default setting.
- Ask about whether to associate the non-employees: At all
- Do nothing: This choice does not automatically associate anyone.
Job Costs sub-tab
These settings control how the certain fields in the job costing process work. For example, if you want to see the margin field on the job cost screen you must make the selection here.
- Projected Costs - will allow user to set the projected costs to zero.
- On Job Cost screen for an individual job show - can turn on or off field visibility for some costs.
Proportionally reduce tax reported by Quickbooks if an invoice has credit memos -turns this calculation on if checked and off if not. For example, if a credit memo is applied to an invoice in QuickBooks, Chronicle will proportionally reduce the amount of tax. (For example, if there were a $1,000 invoice in QB and a $100 credit memo, the tax should actually be on $900, not the $1000, so Chronicle would reduce the tax amount by 10%.) This should make the tax amount in Chronicle correct, but it will no longer match the amount in QuickBooks. If this is checked, the job cost screen will note that the calculation occurred.
Some tabs in the job file must be present for all businesses. However, the following tabs are optional and can be hidden. If you hide these tabs, they will hidden for everyone in your company.
Export jobs to QuickBooks: If you don't have the link to QuickBooks, then set this to never. However, if you enter potential jobs into Chronicle to track your sales or estimating process and some or many of these jobs don’t produce any work, then choose When first production department is added. Chronicle will only send active production jobs to QuickBooks. For example, companies that do construction and similar services may enter many jobs for which they do estimates but then don’t get the job; theses companies wouldn’t want these jobs going to QuickBooks. If you choose this option, make sure that your Sales or Estimating department is NOT marked as a production department, and if you wish to track lost job opportunities make sure any production jobs you do add are set to pending. Once you get the job, then either add the corresponding production department or set it to active if already added. Chronicle will at that point automatically check Export to QuickBooks on the Job screen. If you enter many jobs that you don’t want exported to QuickBooks, then you can check Never here to prevent Chronicle from every automatically checking Export to QuickBooks; if you check this then you would need to manually check Export to QuickBooks on the Job screen to have the customer and job exported.
Projected costs: Either allow the user to set the projected costs to zero or when they for some reason do, the program will automatically recalculate the projected costs and enter that percentage.
Job Searches: When search for current jobs, you can see a list of all current jobs or force the user to type the specific name to see the job rather than seeing all current jobs.