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Adding A Job Record

Datafile Software

Adding A Job Record

The first option allows you to add a new job record. On selection of this option you are prompted to enter the job number.

The next job reference code in sequence is displayed, if your system is so configured. You can accept this by keying <Enter>, or else overtype it with another job code.Use the <F4–Select> key to list existing job references.

The job reference code must be in the format you defined under Code Formats in the installation program and you are not allowed duplicate job references in the files. The program checks for both format and uniqueness. If the job code already exists in the file you are warned accordingly. Pressing <Enter> against this warning allows you to re-enter the job code.<Escape> when prompted for the job code returns you to the maintain job file menu.

Whether or not you are prompted to enter a sales account code at this point depends on a parameter set in the System Profiles for your job costing system. If your job costing system is linked to the sales ledger, then after confirming the job reference you are asked to select the sales account.

When you enter the sales account code, <F4-Select> is available if required, the program checks that the account has been set up in the sales ledger. On entry of a valid account code, the customer’s name and address are displayed on the screen so that you can confirm you have selected the right account for the job. You are asked to confirm that it is the correct account by responding ‘Yes’ or ‘No’.If you select ‘No’ you are returned to the account code prompt and you can type in another customer account number.


If the customer selected has already exceeded their credit limit, you are warned about this at the time you are asked to confirm the account details.

Once you have confirmed that the correct customer account has been selected, the cursor moves to the input area of the first data item on the screen and you can start keying in the job details. <ENTER>, <TAB> or <Down-Arrow> moves you through the input items on the screen, <Up-Arrow> or <Shift + TAB> moves you back up the items. Clicking the SAVE button saves the job record, as does <Enter> from the last item on screen. Using the <Escape> key or the ABANDON button in this screen has the effect of abandoning the input so far on this job and returns you to the Maintain Jobs menu.You can still use the number of the job you have just abandoned for another job.

The following paragraphs describe some of the specific details you may be asked to key for each job record.

Note — Datafile Diamond and Premier only

You can define a second screen over which to enter job details.You may need this if you need to enter more details than will fit comfortably into just one. See also Configuring Job Costing later.

Title (Description)

For each job you can enter a suitable overall description, such as "Convert Brewery” or "Print July issue Active Life”. The length of this description is determined by its size in the job database file — the standard size is 30 characters.

Sales Account

If Job Costing System Profiles set to link jobs to a sales account then the account selected earlier is displayed. If not set to link then you can still enter an account code but this is not validated against the customer database and no <F4-Select> is available.

Date Added

Today’s date is automatically added here. If displayed on the screen too, you can overwrite this with (say) the date the job contract was signed instead.

Due Date

This is the date on which you expect to complete the job.

Last Activity

This is the date on which the most recent job cost details were recorded. It is maintained automatically by the program, and you would not normally change it. Leave it blank, if offered, by just keying <Enter>.


This item may display for each job, but you cannot alter its setting here. This is achieved from the Mark Job as being Completed option, which is the last menu choice of the Maintain Jobs menu. The status is set to ‘A-Active’ automatically on add of the job.

Quoted price

This is the figure you have contracted to charge in total, or your anticipated charge if you are not on a fixed price contract. Leave it zero if no figure is available. This value can be used in comparisons to the amount invoiced to customer and/or the actual costs involved.

Amount invoiced

This, view-only, value is kept up-to-date automatically as the job progresses, and when you enter sales invoice details. This field shows you how much has been invoiced to date when you view a job subsequently.

Budget figures

You may key a budget figure against each of the categories shown. Press <Enter> after each; the program automatically produces the total for you at the bottom. The budgeted values are what you expect the costs of each element of the job to be and can be compared against the actual costs via reports as the costs are generated.

Actual figures

As with the amount invoiced above, you cannot enter date direct into these items. The program keeps them up-to-date as the job progresses and as cost figures are entered under Job Cost Transactions later.

Retain Costs

This option, not on the maintain screen by default, allows you to control on a job-by-job basis whether costs are retained when the ‘Delete Completed Jobs’ option is run. This option is normally set globally within the Job Costing System Profiles to be applied to all jobs.

If set to retain costs then all cost transactions are kept until the job is marked as completed and invoiced – subsequent cleardown processes after this point would remove the costs. If not set to retain costs then job cost transactions for this job are deleted, and brought forward job cost records are written instead for each category, to summarise all the job cost records deleted.

  • Release ID: Standard