Take in a job

What a job is

A job is work taken in for a customer: a repair, a service visit, an installation. It is Orzoni's own record. Nothing of it is in Tally but the money.

Three things about a job move apart from one another, and its page says each in its own words, side by side at its head.

Completed means the job was handed back and its invoice is made. It does not mean paid, and it does not mean in Tally.

Who this is for

Whoever takes jobs in at the desk, and whoever does the work.

The role Technician starts with the first. Service desk starts with the first two. See Users and roles.

Jobs are a pilot, open to a few businesses while they are being tried. Before a first job, the desk has been set up: see Set up jobs.

Take the job in

1. Open Jobs, then New job. The keyboard is on the first box.

2. Under Who it is for, choose one.

   • A person, by name. Write the Name of the person and their Phone. The job's invoice will be made out to the walk-in party chosen under Set up.
   • A customer in the books. A box named Customer opens. Start typing and choose one from the list. The invoice is made in this customer's name. You can still write the name and phone of the person you deal with.
3. In What is being worked on, say what it is, such as Split air conditioner, 1.5 ton.
4. In What is to be done, say it in a few words.
5. Choose the day in Promised for, if you promised one.
6. Under Given to, choose one of your people, or leave Nobody yet.
7. Add A note, if you want one, such as what came with it.
8. Press Take the job in.

The job gets the next job number, and its own page opens. It reads New.

Pressing Take the job in twice takes in one job, not two.

Change what was written down

While a job is open, press Change details on its page. Change what you need and press Save the changes. A change to the day promised, or to who has the job, is written down under What was done.

What the job will cost, its advance and its state are not changed there. A completed or cancelled job's details are not changed.

The list of jobs

Jobs opens on Open: every job that is new or in progress, ordered by the day promised, the earliest first. A job with no day promised comes last.

The line above the list says how many jobs are open, how many are ready to hand back, how many are past the day promised, how many are promised for today, and what there is to collect.

Each row has the job's number and what is being worked on, who it is for, the day promised and who has it, how it stands, and its estimate or what was invoiced. Under How it stands the job, the money and Tally each have their own line. A job past its day reads past beside the date.

Find a job. Type in the box at the top right and press Enter. It looks in the job number, the name, the phone, the customer, and what is being worked on.

Save the list. Whoever holds See figures and reports or Business settings has Spreadsheet, which saves the view as a file.

The steps a job moves through

A job moves one step at a time, and only forward.

The job's page leads with the one thing to do next: the white button at its head. On a job that is ready, it is Complete and invoice.

A job is not marked ready before it is started, and not completed before it is started. Complete and invoice is offered only once the customer has agreed to the latest estimate. Completing and cancelling are in A job's money, and Tally.

Everything done to a job is listed on its page under What was done, with when and by whom.

Write the estimate

What a job will cost is an estimate. An estimate is never an invoice: nothing of it goes to Tally, and no stock moves.

1. On the job's page, in the card Estimate, press Write an estimate.

2. Fill in the first line. Each line is Work or Part, from stock.

   Kind of line	What you fill in
   Work	What the work is, Amount, before GST, and GST. You have to choose the GST rate: none is assumed
   Part, from stock	Item, one of the stock items in your books, How many, and Rate, before GST. It is charged at the GST rate Tally holds for the item

3. Press Add work or Add a part for another line. The cross at the end of a line takes it off.

4. Press Work out the total.

   The total is worked out by the same part of Orzoni that makes every bill, so it is the figure the invoice will come to. It shows what the lines come to before GST, each tax, any rounding, and the total.

5. Press the button again. It now reads Save as revision 1, with the total.

A small message says Saved. Record that the customer agreed once they have.

Amounts are before GST. If you change anything after the total was worked out, the total is asked for again before you can save. An estimate holds up to 30 lines.

A part's rate starts as the selling price kept for the item, where there is one, and you can change it. A part leaves stock only when the job is invoiced.

Each of these ends Nothing was saved.

Record that the customer agreed

1. Under the estimate, press Record that the customer agreed.
2. In How they agreed, say how: in person, by phone, by message.
3. Press Record that they agreed.

Under the estimate it now reads The customer agreed to this, with how they agreed, when it was recorded and by whom.

• Only the latest revision can be agreed to.
• The job is invoiced from the latest revision, and only once the customer has agreed to it.
• Orzoni records what you were told. It does not ask the customer anything, and sends them nothing.

Revise the estimate

If the work turns out to be more, or less, press Revise the estimate. The lines of the latest revision are there to change. Work out the total, and save it as the next revision.

• Every revision is kept. Under the estimate, a line such as 1 earlier revision, kept as it was opens them: each with its total, who made it and when, whether it was agreed and how, and its lines.
• A revision made after the customer agreed is not agreed. It reads The customer has not agreed to this yet, until you record that they agreed to it. The job cannot be completed before then.
• Do not revise closes the form and changes nothing.

A completed or cancelled job's estimate is not revised.

If something stops you

These screens need the internet. Nothing is kept on the device to be sent later.

Mistakes you can undo

What it does to your data and to Tally

• A job, its estimate and every revision are kept in Orzoni. Nothing of them goes to Tally.
• No stock moves for an estimate. A part leaves stock once, by the invoice.
• Moving a job on to in progress or ready sends nothing to Tally.
• What goes to Tally is an advance when one is taken, the invoice when the job is completed, and what is paid after. See A job's money, and Tally.

What next

• A job's money, and Tally: the advance, completing and the invoice, the final payment, and cancelling.
• Set up jobs: the set-up, the roles and practice jobs.
• Team: attendance and payroll: the people a job can be given to.

What taking in a job does not do

• It books no time. A job has a day promised. There is no calendar, no hours and no visit slots.
• It tells nobody. No message is sent to the customer, or to the person the job is given to.
• It shows nobody only their own. Everyone who may see jobs sees every job.
• It prints no job sheet, and keeps no photos or files.
• It tracks no warranty and no serial number.
• It sends no estimate to Tally, and holds no stock for one.
• Nothing works with no internet. The screen says so, and takes nothing in.

The whole list is in Set up jobs.