Job Procedure & Workflow

Follow the below steps to ensure you have all aspects of a new job covered. Each organisations may have a different workflow, the below is just an overview of how it could be completed. 

Checklist

• Click on the product area as indicated below to open the product information window. Check product quantities and variations and ensure all information is accurate

• Add tags (optional - top right hand side) enables easy filter options eg: sales call, deadline important, school, make your own
• If you know what the client’s deadline is, set the deadline by clicking on the stop watch date in the top left corner

Drafting

• Send customer an initial draft and manage revisions and communications via email / SMS
• Customer Approves
• For more information on the Drafting process click here

Shipping Quote 

• Select Shipment to see shipping details for customer
• Use a default shipment option or manually add a shipping cost
• Click Create. This will allow you to add the shipping cost onto the invoice on the next step

Invoice

• On the right hand side of the Job click Add to Invoice, this will open up the Invoice window
• You can add in a client's company, but clicking the Client Company search icon 
• Check details and add any invoice notes 
• Click Add Shipment to bring in the Shipment Quote ID added in the previous step
• You can add other jobs for this client onto this invoice if needed, using the + add Job button
• You can add custom invoice line items using the + add Item button
• Make sure the correct payment options on the bottom left are toggled on
• You may set an Invoice due date using the date below the payment options
• Select email / SMS and Create

Production

Production is generally determined from the product profile. For more information on product and production assignments click here

• To manually commence production of a job, you will need to head to the Production tab, click + Add Production Option and choose a manager from the list
• You can add in extra users by clicking on Edit Product Suppliers or they may be automatically assigned based on product settings
• You can assign production of the job to your domain team members including admin, manager, supplier (third party supplier)
• If the production has been assigned to a team member they will have an internal process to follow to complete the production steps
• If it was assigned to a third party supplier, they will receive a quote for the new job. Once approved and assigned they will then move into producing the product

Shipping 

• Once production has been completed and you are ready to ship the item, book the shipment with your preferred carrier
• Enter the tracking number into the tracking number field
• Enter the estimated received date
• Send email / SMS to customer which will include all date deadlines
• This will complete the shipping procedure
• Click Save and the job will then turn green

Job Complete

• To put a job in a ‘Complete’ state the user should get each procedure; drafting, invoice, production, shipping to a green progress state. If you don’t need a procedure on a job it can be removed using the settings symbol located in the Job Settings box (top left hand corner)

• In the top right hand corner there will be a green Complete button, once this button is clicked then this Job will be removed from your active Job table and be in your completed Jobs table 

You can skip any of these steps to get to the Green Complete button, but regardless of how you get there you should always click the Green Complete button to ensure that you have a clean, up to date active Job table.