Setting Up Jobs - Stand-Alone Scheduling Module Users Only

A job as it is defined within WMS is a lot:

• On which a single family home is constructed.  

• On which a multi-family building is constructed

• On which an individual unit within a multi-family building is constructed

It is only necessary to create jobs in WMS if the software is not interfacing with Timberline® Accounting. A user is allowed to create and delete jobs in the WMS database ONLY if the Accounting Integration method is set to None in Setup > Company. For additional information, see Accounting Integration.  

If WMS is not interfacing with Timberline® Accounting, creating new jobs and editing information on existing jobs is accomplished within the Setup > Jobs screen.

To access the Setup > Jobs screen:

1. From the Setup menu, selectJobs.

2. Or click on the Jobs icon on the Setup toolbar.

To create a new job (stand-alone Scheduling module users only):

1. From the Job Setup toolbar, clickJobs > New Job.

OR, from the Setup > Jobs screen toolbar, click the Add Job to System icon.

All of the fields in the Setup Jobs screen appear blank. Each job is identified within the software by a job number. The job number may be alpha, numeric, or a combination of the two, and is limited to a maximum of 12 characters.

2. Type the job number that will be used to identify the job in the Job Number field.

The user may track if the job is currently inactive by clicking the Closed checkbox. If the checkbox is left blank, the job is active.

3. Type the description of the job in the Job Description field.

Within WMS, an area represents a specific geographical location in which the client is building homes. An area may also be known as a community or a project. The title of the field may be defined by the client to accommodate the different terminology that is used within the construction industry. (See Custom Descriptions - Scheduling Only. The field type for this particular field is HMS_Area and the default description is Area.)

4. To assign the job to a specific project or community, click on the drop-down arrow in the Area field and select the appropriate area. Also See Setting Up Areas.

5. Type the appropriate information in the Site Address,City,Post Code, and County fields. Click on the drop-down arrow in the State field, and select the appropriate state in which the lot is located.
    

6. • Once the address information is entered and saved, the user may view a map and obtain driving directions to the lot from MapQuest by clicking on the View Map icon (requires an active Internet connection). The address information is automatically looked up on the web site and displayed within an Internet browser.

   • The Lot Phase Status field does not apply to users that are not working with the Purchasing Module and the Sales Pricing Module.

6. The Lot Available field may be used to assign the status of a lot such as unavailable, available, sold, or closed. If the user has set up Lot Available status designations, click on the drop-down arrow and select the applicable status for the job.

7. • To set up the Lot Available field status designations, see Setting Up Lot Availability Status- Scheduling Only and Custom Descriptions - Scheduling Only.  

7. Type the corresponding information in the Lot Number,Lot Block Code,Lot Section Code,Lot Size,Lot Premium, andLot Legal Description fields.

8. In theProject Description field, type the model and/or plan to construct on this lot. In the Scheduling module, the information in this field downloads to the Model/Plan field on wireless devices.

9. Click on the drop-down arrow in the Lot Swing field, and select the correct lot swing restriction or hand of house orientation for the lot.

10. Enter a type for the lot in the Type field.

A folder is created for each job as a central repository for all documents that relate to the job and are sent as attachments to scheduling notifications. It is recommended that the folder be created on the client's server such as T:\BuilderMT\ProductionData\DocumentAttachments. See Folder Settings for more information about creating the folders.

The folder for a job generates following the location and naming selected within Setup > Company > Folder Settings (which must be configured prior to this step). For example, the master folder is located in C:\Document Attachments, and the name of the folder for this specific job is the actual job number, AH0100101.   

11. If the job has been assigned to a phase in the Phase Releases screen, the Phase Release and the Phase Sequence fields will update in the Job Setup screen.

12. To automatically create the document folder for each job, under Documents Folder, click on the Create Documents Folder icon.

To populate the Customer Information tab:

1. With the desired job open, click on the Customer Information tab.

2. Under Customer Name, type the customer name, address, city, and zip code in the appropriate fields.

3. Click on the State drop-down menu and select the correct state.

4. Under Customer Contact, type the primary customer contact name, primary and secondary contact phone numbers, mobile number, fax number and e-mail address in the appropriate fields.

To populate the Contacts tab:

1. With the desired job open, click on the Contacts tab.

The Supervisor field is used to identify the supervisor on site that is responsible for maintaining scheduling information for this job. A supervisor may also be known as a superintendent or a builder. The title of this field may be defined by the client to accommodate the different job titles that are used within the construction industry. (See Custom Descriptions - Scheduling Only. The field name for this particular field is HMS_Supervisor and the default description is Supervisor.)  

2. To assign a supervisor to the job, click on the Supervisor drop-down menu and select a name from the list of designated supervisors. See User Management for more information on setting up designated supervisors.

    

OR, type the name of the supervisor in the Supervisor field for each job. The name used to identify the supervisor can be an individual supervisor's name or a code name for a group of jobs, to allow multiple Palm®/BlackBerry® devices to download the same jobs. Using a code name is useful if the user has more than one supervisor working on the same jobs.

3. Type the corresponding information in the Project Manager,Field Supervisor,Estimator, Sales Contact,User Contact1,User Contact2 fields on the Contacts tab.

4. The E-mail Purchase Orders to Supervisor as well as Supplier field refers to the Purchasing module and the integration with Timberline Accounting Job Cost. The information on this field is not relevant to companies using only the Scheduling module.

PO Info Tab

The PO Info tab applies to the Purchasing module and the integration with Timberline Accounting Job Cost. The information on this tab is not relevant to the clients that are using only the Scheduling module.

Dates Tab

To populate the Dates tab:

1. With the desired job open, click on the Dates tab.

This tab provides 12 additional date fields. The fields are user-defined and may be used to track any dates that are relevant to the job/lot.

2. To enter a date in any of the fields, click on the drop-down menu and select the appropriate date from the calendar.

Job Classification Tab

This tab is used to store additional information relating to the job, entered by the user on an as-needed basis. The fields can be renamed however the company likes (with the exception of the Project Class field). The naming of the Community, Plan, Elevation, Garage (L/R), and Color Scheme fields shown in the Job Classification tab come from the custom descriptions set up in the sample data, seen here:

To populate the Job Classification tab:

1. With the desired job open, click on the Job Classification tab.

2. Type the appropriate classification in the Project Class field.

The remaining "User Fields" provided on this screen are completely user-defined, and may be used to track additional information that is relevant to the job/lot. To assign appropriate descriptions to each field, see Custom Descriptions - Scheduling Only.

3. Type the appropriate information in the user-defined fields.

Miscellaneous Tab

This tab refers to the Purchasing module and the integration with Timberline Accounting Job Cost. The information on this tab is not relevant to companies using only the Scheduling module.

Taxes Tab

This tab refers to the Purchasing module and the integration with Timberline Accounting Job Cost. The information on this tab is not relevant to companies using only the Scheduling module.

Document Attachments Tab

To populate the Document Attachments tab:

1. Click on the Document Attachments tab.

Documents that relate specifically to this job may be attached to the job within this tab. The documents are categorized by document type. If a specific document type is assigned to a scheduling activity, any document that is included in the document type and is assigned to the job will be sent as an attachment to e-mailed scheduling notifications. An unlimited number of documents may be assigned to a job. The documents can be images, cad drawings, Word files, Excel files, scanned documents, etc.

2. To attach a new file to a job, click on the Attach button. A screen appears displaying the files currently located in the job's specific document folder.

3. Click on the file name of the file to attach.

4. Click on the Open button.

The new file is now included in the list of attached files as shown below.

5. Click on Save to save the file.

6. To assign the document type to the file, click in the Document Type field and click on the drop-down arrow.

7. Click on the appropriate type in the drop-down list and press Enter.

8. • For more information on setting up the available document types, see Setting Up Document Types.

8. To remove a file from a job, click on the file name to delete.

9. Click on the Un-Attach button in the lower right corner of the screen.  

10. At the confirmation screen, to delete the file, click on Yes. To keep the file attached, click on No.

Work Week Tab

To populate the Work Week tab:

1. Click on the Work Week tab.

If the client has a different work week for a specific job, the work week that is defined on the Work Week tab overrides any work week that is defined on the Company Settings > Divisions tab, the Company Settings > Calendar tab, or the Area Information > Scheduling tab (accessible by selecting Setup > Areas and editing an existing area or creating a new area). If there is one consistent work week for all jobs within a company, it is only necessary to define the work week on the Company Settings > Calendar tab.

The seven days of the week are listed at the top of the Work Week tab. If the checkbox next to the day of the week is checked, the day is included in the work week for the job. If the checkbox next to the day is blank, the day is not included in the work week.

2. To add a day to the work week for the job, click the checkbox corresponding to the week day to include in the work week.

3. To delete a day from the work week for the job, click the checkbox corresponding to the week day to exclude from the work week. The checkmark disappears and the checkbox will be blank.

4. To delete an existing work week completely from the job, leave the checkbox for all work days blank.

To save job information to the database:

1. In order to save the new job, click the Save icon. In order to cancel the new job, click the Cancel icon.

To delete a job:

1. Scroll through the list of jobs until the job to delete is visible in the Jobs screen.

2. From the Jobs toolbar, selectDelete Job. Or, click on the  Delete icon in the toolbar. Or, from the Jobs toolbar, click the Delete Job From System icon.

3. At the confirmation screen, to delete the job, clickYes. To cancel the delete process, clickNo.

4. In order to save the changes to the Jobs list, click the Save icon. In order to restore the job to the list, click the Cancel icon.

To edit job information:

1. Scroll through the list of jobs until the job to edit is visible in the Jobs screen.

2. Type the new information into the appropriate field in the Jobs screen, or within the Customer Information tab, Contacts tab, Dates tab, Job Classification tab, the Document Attachments tab, or the Work Week tab.

3. In order to save changes to the job, click the Save icon. In order to cancel changes to the job, click the Cancel icon.

To refresh data:

1. To refresh all job information from the WMS database, click the Refresh Data icon. All jobs that were added or changes made by other users is made available. All jobs that were deleted by another user are now deleted on the workstation as well.