Previous Lesson: Customise Your Job Sheet
Creating my first job
Now that you’ve successfully created your first customer it is time to add your first job and invoice.
Our engineers create invoices on-site on paper, how would this work?
This is no problem. If your invoicing is done on-site then simply input the invoice information into CommuSoft when the engineer brings his copy of the invoice back to the office. This keeps a good history within CommuSoft and allows you to instantly see sales by month, debtors and many more reports.
First comes the job then comes the invoice
CommuSoft has a very simple structure, each job gets turned into an invoice. This 1:1 relationship keeps things simple, so before you can create an invoice you must raise a job.
To practise this I suggest taking a job that you have recently completed and entering it into CommuSoft.
Bring up the customer’s details and click on the green plus symbol next to ‘Jobs’ at the bottom of your screen. This brings up the ‘New Job’ form.
Here you can type in the job details as described by the customer. Type in the basic job description i.e. ‘Service’, ‘Fit new radiator downstairs’ etc. You can also add further details to the job such as ‘where the keys will be’ in the more box. If you have given the customer a quote over the phone then you can type the amount into the ‘quoted amount’ box. If the job is high priority or highest priority then you can change the priority box.
What does the priority status do?
The priority drop status determines the importance of a job. This simple tool allows you to prioritise jobs over lesser important jobs. When you have a high or highest priority job on the system that isn’t booked into the diary all office staff can see a little ‘warning’ icon in their notification bar located in the bottom left corner of their screen. This alerts them to the fact there is a high priority job on the system that needs attention.
The priority status can also be used in the Outstanding > Jobs report. Simply filter the list by the desired priority to limit the number of records displayed.
The next field is the ‘type of job’. These are incredibly important drop downs as they tell the system if the job you are booking into the software is a type of yearly service, i.e. Boiler Service. When you are booking into the system a job that is classed as a Service/Gas Certificate or any other type of yearly service it is important to select at least one of the drop downs with the appropriate option. For more information on Services Click Here
Why are there two drop downs in section for type of job?
When the job is for both a Service and a Gas Certificate, two drop downs are required. By marking the job as both a Service and Gas Certificate the system knows not to send the customer a reminder relating to either type of yearly service.
If your company is using the diary module you will also see a button ‘Book into Diary’. Click this button to enter the job into the diary.
The diary opens displaying all the engineers on the system. Simply select the engineer, the time you wish to book the job and by clicking on the selected time while holding down the mouse a slot is created on the diary.
A message will appear asking if you are sure you would like to create the event, click yes. You will be taken back to the Add Job form, click save.
You will be taken to the job screen which will display all the information relating to the job. Take a minute to familiarise yourself with the screen. From here you can view the original job details, view diary events linked to this job, view payments made against this job, view certificates and actions.