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.
Anyone can open a new job ticket if they have
the access privileges. Adding a new job is easy:
all someone needs to know is the client number,
job name or title, and the work's description or
specifications. Everything about a job ticket can
be changed later, so there's no real requirement
to enter all of its details now.
The work you do is often similar to jobs you've
done before, such as a brochure or an annual report.
These types of jobs often have the same details
and options. Spec sheets offer an easy way to automate
entering this common information on new jobs. So
when a new job is added, it can be given a job type/spec
sheet.
NOTE: You may add up to 999 jobs in Clients & Profits ASAP. Once you've reached this limit, no more jobs can be added to your database. To handle higher volumes, you might consider an upgrade to Clients & Profits Classic.
Job tasks can be added when adding a new job
ticket, or added later. To save time, spec sheets
can be set up with templates. The template, which
is based on a job type, contains a standard set
of tasks. When a job is added with a spec sheet,
its tasks are copied from the template automatically.
Since tasks are used for estimating and scheduling,
using a template saves some time. Plus, it makes
your jobs more consistent.
This tutorial video shows how a job ticket is added
in C&P ASAP.
To open a new job ticket
1 From the Job Ticket page, click
the add button.
The Add New Job window opens.
2 Select a client from the pull-down
menu.
The job's client should be the one who is most
responsible for either paying for or approving the
work. The job is then numbered automatically.
3 Select a job type/spec sheet
from the pull-down menu.
Spec sheets automate jobs. The job typ's spec
sheet, including its estimate disclaimer, description,
and tasks, can be copied to new jobs. When the job
is saved, the spec sheet's template (i.e., its tasks)
will be added automatically.
4 Enter the new job's remaining
details:
Name/Title The name/title is a short description
of the job. It appears almost everywhere on windows,
forms (like the estimate and invoice), and printed
reports.
Start Date, Due Date
Start date can be the date the job was opened, approved,
or the date work was started. Due date can be the
date of the job's final approval, delivery, printing,
or some other important date. Both dates appear
on production windows and job reports.
Client Contact, Agency Contact The client contact
is the person who will be primarily responsible
for approving this job or tracking its progress.
The agency contact is the person inside the shop
who will be most responsible to the client, such
as the account executive.
Desc/Specs
The description/specifications field contains a
complete description of the job that your client
should see on estimates and invoices. This text
appears on the top half of the printed estimate,
above the tasks. Although you can enter up to two
pages worth of text, a long description will cause
the estimate to print onto two or more pages.
Production Status
The production status classifies the job based on
its progress. Status codes are customizable, and
you can have dozens to better track your jobs. All
jobs get the default status when they are opened.
You can change the new job's status by selecting
a status code from the pull-down menu.
AE/Team
The AE/Team is the initials of the person in the
agency who is responsible for approving the job
and tracking it's progress.
User Fields User fields provide an easy way to
include specialized information about a job. These
fields are completely customizable, and appear
on estimates and some job reports. The first two
fields, Project and Client PO, are system settings
from Preferences. Jobs can be found by these two
fields, so they are the most useful. The other
user fields can contain printing information (e.g.,
color, paper stock), client accounting information
(e.g., brand, form number) or agency information
(e.g., location). There are two parts to the user
fields: the left-hand column contains the field
labels (they appear in bold); the right-hand column
contains the values you enter.
Initial Budget The
job's initial budget is for internal use only. It
appears on the printed Job Ticket form to give the
production people a guideline for estimating. It
lets the account exec enter a ballpark idea of what
the client wants to spend on this job. The client
doesn't see the initial budget.
Traffic Assignments
Traffic assignments are the key production, creative,
and account service people responsible for managing
the job. The initials of the job's account coordinator,
creative director, art director, copywriter, etc.
are entered into the assigned to fields, which are
used by production and traffic reports. The traffic
names themselves are a customizable system preference.
Bill Rate
The bill rate setting determines which billing rates
(i.e., task, staff, or client) will be applied to
this job's time. The default rate setting is copied
from Preferences but is replaced by the spec sheet's
setting, if applicable. The setting can be manually
changed using the pull-down menu. It will be applied
to every task added to this job.
5 Click Save.
Once the job is saved, it is available instantly
to anyone using Clients & Profits ASAP. This
job will appear on job reports, job lists, and
job summaries the next time these reports are
printed.
The next step is adding tasks to this job ticket.
To add tasks to a job ticket
Once a new job is added,
the tasks from the spec sheet will be copied to
the new job automatically. If you wish to add additional tasks to the job, you can add them using the add tasks page. Job tasks are needed before
the job can be estimated or scheduled, but can be
added later. Tasks can even be added while you're
working elsewhere in Clients & Profits ASAP.
Once a job has tasks, purchase orders can be added
and time can be tracked on time cards.
The Add jobs tasks page allows you to add tasks
to a new job ticket once it's been saved. Like
job tickets, changes can be made to job tasks at
any point during the job's life -- including after
the job is closed. The changes you make to job
tasks take affect when they are saved. Click
here for step-by-step instructions.
This tutorial
video shows how to add a job cost invoice, and
check its net and gross amounts. |
