Note: if using the Pick Up portion of Job Tracking, it can be setup to automatically open a sales order.  This feature along with most of how Job Tracking performs is dictated by the ‘rules’ and parameters set up for using Job Tracking.

 

Step 1:  Opening an Order

Open a sales order in Order Entry & Editing (Task 1, Sub-task 1 in OE) or in the Job Tracking System (Task 4, Sub-task 1 in OE).  Enter in the normal front screen information (customer #, salesperson, etc).

 

Continue to the Item Entry screen.  At this point, enter all the items (representing all the different departments that will process the job) or enter a generic item number with a memo indicating what work will be performed (the individual items, for the work done on the job, can be entered as each department finishes with their portion of the job or when the job is completed). 

 

At the bottom of the Item Entry screen, the system will prompt Press F5 to Transfer to Job Tracking.  By pressing the F5 function key, the user will enter the Job Tracking system. (Note:  access to the Job Tracking menu can also be reached from the first screen using the F5 key.  It will be up to the individual company to determine when the inventory item numbers will be entered.  However, we suggest at least a "generic" item number be entered with the Job information. The reason:  if the client calls asking about their job, the call-taker will at least know which job the client is referring to.

 

 

Step 2:  Job Tracking Header Entry Screen

 

Fields: 1, 2, 3, 4, 5 & 8.  Order #; Customer # & name; Date & Time job Opened; and Date Job Wanted automatically fill in, along with the Day Phone # (from the Customer Master.)  All fields can be changed, except the Order # and Customer #.

 

Fields: 6 & 9.  Fill in the “Time Job Wanted” (entering 10a will translate into: 10:00 AM, whereas 15 will appear as either 3:00 PM or 15:00 military time - this is Parameter driven.  Also 3- is 3:00AM, whereas 3+ is 3:00 PM or 15:00 military time).  Enter a “Night Phone #” if different from the regular phone number, otherwise it will default to the Day Phone #.

 

Fields 7, 10, 11 & 12:  Field labels can be a “default” label or another system-generated label designated by parameters.  The information entered on these fields can also be “linked” to various fields on the Shipping/Information screen of the order.  Refer to the Special Fields on Job Tracking Header Screen section of the Job Tracking Setup document for explanation and clarification.

 Note:  If the Customer Master record indicates that a PO #, Ship/Dept, etc. are required (fields 45, 46, & 47 on the Customer Master record), then the corresponding fields on the Job Tracking screen must be filled in.

 

Field 13: Pick Up Number.  If a Pick-up Number has been assigned by the system using:

• Order Processing (Module 6)
  • Job Tracking System (Task 4)
    • Pick-up Entry & Editing (Sub-task 8)
      • Enter New/Change Pick-Up Record (Option 1)

then that number can be entered into field 13.  There is no look-up or interface with the Pick-up program, it is used to print the driver pickup slip by pressing the F2 key.  See section titled: Job Tracking Pick-Up for more details on this Sub-task. The user must know the Pick-Up #, as it is "validated" against existing Pick-Up numbers.  Leave "0" unless a valid number is entered.

 

Field 14:  Send Invoice with Job?  Y/N (Informational field only) Yes = send the invoice with delivered job; No = send the invoice separately

 

Fields 15 through 21 relate to “Delivery Information”.

Field 15:  Ship Via.  A pop-up screen appears with the valid delivery shipment codes.  Go to 6/32/17/4 for setup of the codes.  Note:  Fields 16 – 21 cannot be accessed unless the delivery method is “tracked” or if a new order is being placed.  Access to the fields are determined by the JT Delivery Rules.  (See the JT Delivery Rules section of the Job Tracking Setup for explanation)

 

Fields 16-21: Drivers name, received by, date & time and delivery charge. (see ‘Note’ above for access to these fields)

 

Field 22:  Department field list.  Enter each department individually or use a department template. 

Press TAB to get the list of department templates or F2 for a list of all departments.  

Use F5 to Delete a department and F8 to Insert between departments.  Use the “arrow” keys to move back and forth on the list.

The "Status" of each department is shown beneath it.  (See Department Status Parameters on the Job Tracking Setup document for an explanation).  Also the department designated as a “final” or “customer service” department must also be on the list – either through the template or manually entered.  (See parameters:  INI’CUST’SERVICE’DEPT and INI’FINAL’DEPARTMENTS in 6/32/22/9).

To set up the department templates, go to:

• Order Processing (Module 6)
  • Job Tracking System (Task 4)
    • Department Template Master (Sub-task 18)

Enter template name (15 alpha-numeric characters), the description (30 alpha-numeric characters) and the departments – remembering to use the customer service and/or final departments.

 

Field 23: Open/Close Departments.  The JT Department Edit Screen will appear.  Use the right/left arrow keys to access the appropriate department.  Then press ENTER key to edit the selected department.

F1 – “Opens” the department

F 10 – “Closes” the department

F2 – Print labels

F4 – Transfers to the JT Delivery screen (see Field 25 below for instructions regarding the Delivery screen)

F6 – Invoice the order

 

Field 24: Print Tracking Order.  Printer selection screen appears. Prints the information, along with the various departments and the status of the departments, for the current order.

 

Field 25: Enter Delivery Slips.  Used for separate deliveries.  If one person/company is paying for the order (i.e. an architect), however multiple deliveries will be made to different addresses (i.e. plumber, electrician etc.), then use this feature.  Enter individual delivery dates, times, companies & addresses.  Also the number of packages, along with the description of the packages can be entered.  There is a place for a driver's name, delivery charges and "received by" information.

            F2 key: prints the shipping labels

            F3 key: delete this delivery slip

            F4 key: prints the delivery slip. 

 

Field 26:  Print Shipping Labels  (same as using F2 from Field 25)

 

NOTE: fields with a highlighted “:” after a field #/name will require information – either when the JT Header screen is first accessed or before the order can be closed.

 

 

Step 3.  Job Tracking Department Edit Screen

 

At Any Change?___ enter 23 (for field 23 – Open/Close Departments)

Using the arrow keys, choose the department that will be processed, then press the ENTER key to edit the department.

 

F1 key:  Open the department. 

• The "Status" of the order will change from Open to Active. Note: for designated symbols for Open, Active & Closed (see: Department Status Parameters in the Job Tracking Setup document for explanation).
• The system will automatically fill in fields 3 & 4 with the current date and time.  These can be changed, however a Password may be required.  Should a Password be needed, please fax us for instructions: 248 583-4110.
• A department can only be "opened" once. 

 

F10 key:  Close the Department. Changes the status from Active to Closed.  Fields 5 & 6 automatically fill-in with current date & time.  These fields can be accessed or changed, however a Password may be required, and if a Password is needed, please contact us

F2 key: Print Labels

 

F4 key: Delivery Slip  Access the delivery information screen for split deliveries.  See Field 25 above for information. 

 

 

Use "Any Change?___" at the bottom of the screen to enter the field number that needs to be accessed.  Fields 1 & 2 cannot be accessed. Fields 3 through 7 can be accessed, however 3, 4, 5, or 6 may require a Password. Field 7 is for Notes, which can up to 60 characters in length, however the note doesn’t print on any reports, screens, etc.

 

 

Step 4. Job Tracking Delivery Slip Screen

Use this screen for multiple/split deliveries.  It can be accessed two ways -  (1) from field 25 on the  Job Tracking Header Entry screen or (2) by using F4 key in the Job Tracking Department Edit screen.

Press the ENTER key to get a new delivery number or use the TAB key to get a list of existing delivery numbers.

Name and address information from the order appear, but can be changed for multiple deliveries, along with telephone numbers, contacts, etc. 

Access to fields 25 – 29 are determined by the JT Delivery Rules.  (See the JT Delivery Rules section of the Job Tracking Setup for explanation)

From this screen Shipping Labels and the Delivery Slip can be printed.

 

 

JOB TRACKING MENU (Task 4):

 

NOTE: transactions 1 through 5 are in the same sequence that work is performed.

 

Sub-task 1 (Order Entry and Editing) has already been discussed in this document; see above if there are any questions.  This program is exactly the same as Task 1 on the Order Processing menu.

 

 

Sub-task 2 (Tracked Orders Management) 

• Option 1 – “Change Existing Orders” prompts for a tracked order # to display.  Press TAB to display a list of all current tracked orders.    NOTE:  Selecting an order from the list will take the user into the Job Tracking Header screen.  For information regarding this screen, see Step 2 above.

• Option 2: “View Existing Departments”.  Similar to Option 1, however when selecting an order, instead of going to the JT Header screen where changes can be made, an additional screen appears which summarizesthe activity on an order -i.e. which terminal number closed a department.
• Option 5:   “Post Closed Orders”. Removes completed JT orders from the daily transaction files and posts them to the various history files.
• Option 9:  “Review Daily Activity Counts”.  For the current month, the daily count of JT orders opened.

 

 

Sub-task 3 (Department Entry and Editing) displays the Job Tracking Department Edit screen.  Enter the JT order number or press TAB for a list of orders.  For information regarding this screen, see Step 3 above.

 

Sub-task 4 (Delivery Entry and Editing) displays the Job Tracking Delivery Slip screen. Enter the JT order number or press TAB for a list of orders.  For information regarding this screen, see Step 4 above.

 

Sub-task 5 (Delivery Management)  gives the option to view all undelivered Job Tracked orders by using: Option #1. Review/Update Delivery Orders.  Or Option #2. Review Orders Ready For Delivery.

This sub-task allows the user to:

Know which orders are ready for delivery

Enter driver/delivery information

Print delivery slips

Invoice orders

 

• Option #1 – “Review/Update Delivery Orders” prompts for order number or TAB to show the list.
• Option #2 – “Review Orders Ready for Delivery” asks for a due date and time.  Only undelivered orders, due by the entered date and time, will be displayed.  These are orders that the ‘next’ thing to do is to deliver the job and ALL departments are closed EXCEPT the Delivery Department.

NOTE:  The jobs, from Options #1 & #2, that are ‘almost late’ or ‘already late’ are displayed using different video attributes.  The ALERT condition means the job is already late; the WARNING condition means the job will be late in 3 hours.  These jobs can stand out clearly by either using a ‘color-coded’ method or the attributes of reverse video, high intensity, etc.  The choice is determined by the type of server you have.  Please contact us for directions.

 

Sub-task 8 (Pick-Up Entry & Editing) Job Track Pick-up Maintenance.  Allows for the entry of a new pick-up or tracking of ‘pick-up’ orders.  Press ENTER to enter a new record.  Enter an exiting pick-up number or use TAB to get a list of pickups to review or update.

 

New Pick-up Record:  a pickup number is automatically assigned.  Enter in the customer number or use TAB for a name search.

• Fields 02 through 08 automatically fill in the date/time, address, phone number and contact.  These fields can be changed.
• Field 9 – Notes.  The note will print on the Pick-up Document.
• Field 10.-Recurring Option.  Each evening completed ‘pickups’ are posted to history.  When Y is used on a pickup (indicating that the pickup is a recurring pickup), after a completed recurring pickup is posted a new, empty pickup is automatically created in Sub-task 8 (it has a new pickup number).  Therefore there will always be an open pickup request for the customer.  The ‘Date Call Received’ (field 2) changes to the current date; the “Time Call Received’ stays the same.  Note: this field in not accessible after the pickup is entered.
• Fields 11 & 12 – driver and truck unit information
• Field 13 – Pickup amount.  Will automatically fill in based on the amount setup in the parameter TRACK’PUAMT (see Job Tracking Setup for complete explanation).  This amount maybe overridden.
• Field 14 – Time/Date Assigned to Driver.  Fills in automatically.
• Field 15 – Time /Date Picked Up.  Use F1 key to fill in automatically
• Field 16 – Time/Date Arrived at Shop.  Use F10 key to fill in automatically.

Print the Pickup:  press the F2 key.

 

****NOTE****: In the above-mentioned subtasks (#2, 3, 4, & 8), by pressing the TAB key a list of orders will appear, with the top order being ‘highlighted’. In sub-task 5, the information is accessed by picking either Option 1 or 2 (as described above).  Once the TAB key has been pressed, at the bottom of the screen is an Information Box.  By using the F9 key, you can scroll through the different screens within the box.  Based on which sub-task the user is in, the information in the boxes will be somewhat different. 

 

Below is a list of the information that is available for the “highlighted order” in sub-tasks 2, 3 & 4:

1. Legend Info:     Which orders are closed and which are ready to be closed
2. Option Info:      Show or Hide closed orders
3. Dept. Status:     List of departments, for the ‘highlighted’ order and if they are inactive, active or closed.
4. Ship-to Info:     Ship-to information including PO#, phone#, Delivery charge, etc.
5. Project Info:     Information from fields 7, 10, 11 & 12 on the JT Header Screen.
6. Done-by Info:   Lists the time the job was opened, due & closed, plus who was the Cashier, Checked-by & Invoiced-by (if used based on parameter settings)
7. Timer:               Based on a user-designated time interval, the screen can ‘refresh’
8. Sort by:            Using the “F” keys, the user can ‘sort’ the information displayed.

 

Below is a list of the information that is available for the ‘highlighted order’ in sub-task 5

1.      Legend Info:     Lets the user know which functions need to be performed.  Under the TO-DO column will be a Y, D, P or I.  Y=will select the order and take the user to either the JT Header Entry screen; D=delivery information is needed; P=the delivery slip needs to be printed; I= the order needs to be invoiced.  Also if the order is a ‘split delivery’ job, an S will appear

2.      Command Info: Similar to the ‘Legend Information screen.

3. Option Info:      Show or Hide closed orders
4. Dept. Status:     List of departments, for the ‘highlighted’ order and whether the department is active, closed or inactive.
5. Delivery Info:    Ship-to information
6. Address Info:    Billing address, along with telephone and fax numbers
7. Project Info:     Information from fields 7, 10, 22 & 12 on the JT Header Screen
8. Done-by:          Lists the time the job was opened, due, & closed, plus who was the Cashier, Check-by and Invoiced-by (if used, based on parameter settings)
9. Timer Info:        Based on a user-designated time interval, the screen can ‘refresh’
10. Sorting Info:      Using the “F” keys, the user can ‘sort’ the information displayed.

 

Below is a list of the information that is available for the ‘highlighted order’ in sub-task 8

1. Legend Info:     Choose to Hide, Show or Edit a pickup.  Also, there is a TO-DO column indicating which functions still need to be addressed.
2. Cust. Info:        Information regarding the customer – name, address, phone number
3. Driver Info:       Information regarding the driver – name, unit #
4. Time Info:         Time customer called, order picked up, along with Driver information
5. Timer Info:        Based on a user-designated time interval, the screen can ‘refresh’
6. Sorting Info:      Using the “F” keys, the user can ‘sort’ the information displayed.

 

 

‘Transaction’ tasks and ‘Master’ tasks Relationship:

The various sub-tasks in the “Transaction” portion of the screen relate to sub-tasks in the “Masters” section.

 

Sub-task 1 (Order Entry & Editing) and Sub-task 17 (Tracked Order History) contain the order information for all un-purged Job Tracked orders.

 

Sub-task 2 (Tracked Orders Management) and Sub-task 18 (Department Templates Master) has to do with the management of the orders.

 

Sub-task 3 (Department Entry & Editing) and Sub-task 19 (Department History) relate to departments.

 

Sub-task 4 (Delivery Entry & Editing) and Sub-task 20 (Delivery History) relate to the deliveries of Job Tracked orders.

 

Sub-task 5 (Delivery Management) and Sub-task 21 (Delivery Rules Master) are for delivery management.

 

Sub-task 8 (Pick-Up Entry and Editing) and Sub-task 24 (Pick-Up History) relate to the pick-up of Job Tracked orders.

 

Sub-task 25 – Inquiries:

There are a number of inquires, based on current orders and historical orders, that can be viewed by customer number, order number, Due-Date, Past-Due, etc.   Inquiry #3 – Current Inquiry by Due-Date/Time with Auto Fresh is a great inquiry to have displayed on a large screen (or several screens) in the work area.  Based on a user-designated time interval, the screen will automatically ‘refresh’ and keep employees constantly updated on which departments are still active, which jobs are ‘almost late’ and which are ‘already late’.

 

Sub-tasks 9, 10 &11 – Reports:

There are various reports in the 3 sub-tasks.  Some are based on ‘active’ orders, others for ‘closed’ orders.  Another report provides a list of charges for both picked up an delivered orders, plus a number of analytical reports.

 

Sub-task 26 – Search for Existing Order #:

Enter an order number and the system will tell you where it ‘Found It’:

• Order Entry and Editing (Task 1 in OE) or in
• The Holding File (Task 2 in OE) or in
• The History File (Task 26)