Eclipse Job Management. Release 9.0.4

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1 Eclipse Job Management Release i

2 Table Of Contents Disclaimer This document is for informational purposes only and is subject to change without notice. This document and its contents, including the viewpoints, dates and functional content expressed herein are believed to be accurate as of its date of publication. However, Epicor Software Corporation makes no guarantee, representations or warranties with regard to the enclosed information and specifically disclaims any applicable implied warranties, such as fitness for a particular purpose, merchantability, satisfactory quality or reasonable skill and care. As each user of Epicor software is likely to be unique in their requirements in the use of such software and their business processes, users of this document are always advised to discuss the content of this document with their Epicor account manager. All information contained herein is subject to change without notice and changes to this document since printing and other important information about the software product are made or published in release notes, and you are urged to obtain the current release notes for the software product. We welcome user comments and reserve the right to revise this publication and/or make improvements or changes to the products or programs described in this publication at any time, without notice. The usage of any Epicor software shall be pursuant to an Epicor end user license agreement and the performance of any consulting services by Epicor personnel shall be pursuant to Epicor's standard services terms and conditions. Usage of the solution(s) described in this document with other Epicor software or third party products may require the purchase of licenses for such other products. Where any software is expressed to be compliant with local laws or requirements in this document, such compliance is not a warranty and is based solely on Epicor's current understanding of such laws and requirements. All laws and requirements are subject to varying interpretations as well as to change and accordingly Epicor cannot guarantee that the software will be compliant and up to date with such changes. All statements of platform and product compatibility in this document shall be considered individually in relation to the products referred to in the relevant statement, i.e., where any Epicor software is stated to be compatible with one product and also stated to be compatible with another product, it should not be interpreted that such Epicor software is compatible with both of the products running at the same time on the same platform or environment. Additionally platform or product compatibility may require the application of Epicor or third-party updates, patches and/or service packs and Epicor has no responsibility for compatibility issues which may be caused by updates, patches and/or service packs released by third parties after the date of publication of this document. Epicor is a registered trademark and/or trademark of Epicor Software Corporation in the United States, certain other countries and/or the EU. All other trademarks mentioned are the property of their respective owners. Copyright Epicor Software Corporation. All rights reserved. No part of this publication may be reproduced in any form without the prior written consent of Epicor Software Corporation. Publication Date: April 23, 2018 ii

3 Job Management Release Table of Contents Job Management Computer and Software Specifications... 1 What's New in Release Bill of Materials Enhancements... 2 Report Feature Enhancements... 4 Direct Through Stock Features... 6 Eclipse Application Updates for Job Management... 8 Change Order Enhancements... 8 Administrative Functions... 8 Additional Column Updates... 9 Additional Job Management Enhancements Getting Started with Job Management Logging On and Off Managing Job Management Application Sessions Defining Your Display Settings and Defaults User-Defined Column Views Example 1: My Jobs Example 2: Job Status Summary Example 3: Financial Summary > Vendor Summary Using Role-Based Security in Job Management Adding Secondary Users Role-Based Restrictions Single-User Access to Jobs Allowing Customers to View Job Information Creating Tasks for Jobs Managing Your Tasks for Jobs Navigation Basics Field Types Saving Information Viewing Jobs My Jobs Column Data Viewing Job Deadlines Searching for Jobs Column Filter Searches iii

4 Table Of Contents Using the Advanced Search Job Management Application Setup Product Setup Authorization Keys Control Maintenance Records Default Values Authorization Keys Defining Form Settings Form Option Defaults Defining Host Settings in Job Management Defining Job and Project Types Defining Job Statuses Defining Line Item Statuses Defining Job Win Confidence Values Defining Bill of Material Import Defaults Defining Shipment Summary Display Options Defining Shipping Methods and Freight How the System Determines the Ship Via Setting the Final Billing Percent Threshold Defining Maximum Allowed Balances Setting up Attachment Settings Specifying an Image Profile Storing Attachments Locally and on Servers Setting Up a New Method Setting Up Permissions for the Attachment Methodology Troubleshooting Attachment Errors Defining Competitors Using Role-Based Security in Job Management Adding Secondary Users Role-Based Restrictions Single-User Access to Jobs Managing Release Tools Defining Vendors and Their Representatives Defining Default Vendors and Default Reps Associating Reps with Vendors iv

5 Job Management Release Setting Vendor-Specific Default Product Templates Defining Form, Image, Fax, and Settings Setting Logos for Forms, Reports, and Your Web Site Branch-Specific Logos Setting Printer locations Setting Default Form Options Defining Notes for Form Footers Defining How to Send Documents General ER Diagram Change Order Release Receive Material Bidding Return Awarded Bidding Jobs Creating Jobs Completing Job Details Sending Requests for Quotes to Vendors Comparing Vendor Pricing Comparing Vendor Prices Side by Side Applying Vendor Pricing to the BOM Reviewing Bid Dates Sending Bids to Customers Deleting Jobs Marking Jobs as Lost Creating Job-Level Notes Creating, Editing, and Deleting Bill of Material Item-Level Notes Creating Item-Level Notes in Purchase Orders Awarding Jobs Overview Awarding Jobs to Customers Viewing Job Statuses for Awarded Jobs Completing Job Details Overriding Ship-To Addresses for Awarded Jobs Creating the Bill of Materials v

6 Table Of Contents Creating the Bill of Materials Creating Multiple Bills of Materials for a Single Job Importing the Bill of Materials from Excel Searching for Products to Add to the Bill of Materials Creating Nonstock Products in the Bill of Materials Adding Components to Items on the Bill of Materials Pricing Line Items Per Unit or As a Lot for Jobs Unit Pricing Lot Pricing Applying Default Pricing Formulas to a Bill of Materials Applying Quote Pricing to Awarded Jobs Defining Engineering Fees for Jobs Printing or Exporting Bills of Materials Customizing the Bill of Materials Views Example of Column Selection Managing Purchase Orders and Releases Overview Reserving Purchase Order Numbers Creating Hold for Release Purchase Orders Using Multiple Purchase Orders in Job Management Releasing Items from Vendors or from Stock Creating Partial Releases Creating Purchase Orders for Engineering Fees Splitting Items into Smaller Components for Release, Receiving, and Return Viewing Purchase Order History for Vendors Sending Order Acknowledgements to Customers Creating Purchase Order Summaries for Vendors Creating Lists of Open Items for Vendors Reprinting Hold for Release Purchase Orders Eclipse Orders Created for Job Management Direct Orders Entering Shipping Information for Items About the Shipment Summary Tab Columns Entering Direct Through Stock Material in Job Management Non Stock Product Creation Multiple Addresses on DTS Orders Adjustments and Change Orders for DTS Material vi

7 Job Management Release Example Viewing Direct Through Stock Item Details Sending Submittal Documents to Customers Attaching Specification Sheets to Submittals Entering Shipping Information for Items About the Shipment Summary Tab Columns Change Orders Overview Adding New Items to the Bill of Materials for Vendors with Created POs Cutting and Pasting New Items Making Changes to Item Descriptions Making Price Updates to Partially Received Items Previewing and Confirming Pending Change Orders Previewing and Confirming Approved Change Orders Viewing, Editing, and Canceling Pending Change Orders Creating Change Order Drafts Approving Pending Change Orders Change Order Totals Optional Header Fields for Change Orders Change Order Column Field Descriptions Required Header Fields for Change Orders Making Changes to Unit-Priced Items Workflow Changing Unit-Priced Items Already on the Bill of Materials Making Changes to Unit-Priced Items on the Bill of Materials at Different Prices Making Changes to Lot-Priced Items Workflow Changing Lot-Priced Items Already on the Bill of Materials Adding Items Priced as Unit Extensions to Lots Adding Items in a New Lot Price Alternates Overview Adding Alternates Managing Alternates Adjusting View and Displaying Subtotals Renaming Alternates Print Options for Alternates Applying Alternates Receiving Orders vii

8 Table Of Contents Viewing and Searching for Invoices with Open Quantities for Receiving Receiving and Reconciling Orders Changing Vendors During Receiving Distributing Return Amounts Across G/L Accounts Splitting Items into Smaller Components for Release, Receiving, and Return Editing Existing Receiving Information Applying Engineering Fees to Jobs Viewing EDI 810 Invoice Review Queue Data Eclipse Transactions Created for Receiving Initiating Payables in Eclipse Returning Items in Job Management Returning Job Material to Vendors Receiving and Reconciling Returns to Vendors Returning Direct Shipped Job Material to Your Inventory Entering Non-Material Charges for Returns Splitting Items into Smaller Components for Release, Receiving, and Return Canceling Open Returns Viewing Sell, Cost, and Overall Margin Viewing Vendor Cost, Price, and Transactions Viewing Customer and Vendor Invoice Totals Handling Remaining Balance Transactions Handling Price Discrepancies Canceling Open Generations Viewing Documents Generated for Jobs Attaching Documents to Jobs Resending Documents Generated for Jobs Job Management Reports Overview Running Job Management Reports Scheduling Job Management Reports Running the Open Bid List Report Running the Change Order Summary Report Running the Job Won/Lost Report Running the Jobs Won by Writer Report Running the Percentage of Complete Report Running the Project Reconciliation Report viii

9 Job Management Release Running the Project Snapshot Report Running the Shipping Status Report Running the Customer and Vendor Project Reconciliation Reports Creating Tasks for Jobs Managing Your Tasks for Jobs Allowing Customers to View Job Information Index ix

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11 Job Management Computer and Software Specifications Eclipse Job Management is a web application designed your browser application. We recommend using the following browsers: Windows Internet Explorer versions 7 to 10 for Windows Important: If you are running Internet Explorer 8.0 or higher and are experiencing display and other issues with Job Management, change your IE settings to run in Compatibility mode. From the Tools menu in IE, select Compatibility View. Mozilla FireFox 2 or later for Windows and Macintosh Google Chrome version 36 or higher. The Eclipse quality assurance testers have had best results with Google Chrome, but all browsers are supported. In addition to the components that Eclipse installs for you to run Job Management, you need to do the following: Install Adobe Acrobat Standard version 8 or higher on the Windows serverthat is running Eclipse Forms. See for purchase information. Turn off your web browser's pop-up blocker to preview PDF documents. 1

12 What's New in Release What's New in Release The following updates, improvements, and enhancements were added to Job Management in Release Bill of Materials Enhancements The following updates and improvements have been made to the BOM functionality: Alternate BOM Sorting In Release 9.0.4, the system now alphabetically sorts the Alternate BOMs in their columns on the Bill of Material on Send Bids/Order Acknowledgement Page and the Send RFQ (Request Vendor Pricing) Page. Prior to this release, the system sorted by creation date which made it more difficult to find an alternate. BOM Import Tool Enhancement In Release 9.0.4, the Do Not Import First Row option has been modified so you can now ignore up to the first 5 rows of a spreadsheet. For example, you have a spreadsheet set with Row 1 as a header, Row 2 as a divider with only dashes, and Row 3 as a note field. You can now ignore those first three rows when you import so that your bill of material data remains intact and without extraneous information to clean up. Additionally, the Use First Row for Mapping button has been renamed to Map Columns from First Row to be more clear. BOM Financial Summary Detail In Release 9.0.4, the new Financial Summary Detail option has been added to the Bill of Materials > Vendor Summary Table to review financial details for a vendor for this particular job. Job Management bases this information on the Vendor Summary in the overall Financial Summary tab for the job. This new view displays summary information for vendors and corresponding receiving and order entry along with a comparison between them. Eclipse Support can leverage this information to determine if mismatches are occurring between Eclipse and Job Management in order to adjust errors. Note: As of this release, you must be logged in as an Eclipse user to view this information. 2

13 Job Management Release For more information about using this page, see Viewing Vendor Financial Summaries for a Job in this documentation. Copying Notes in BOM In Release 9.0.4, you can now copy notes from one bill of material to another when creating multiple bills of materials for a job. This saves you time by keeping all the notes on jobs when you transfer to another BOM. For more information about bills of materials, see Creating Multiple Bills of Materials for a Single Job in this documentation. Deleting BOMs In Release 9.0.4, a new Edit button has been added to the BOM view area. Clicking this button lets you delete the BOM if it is no longer needed, if the job has not been awarded. 3

14 What's New in Release For more information about bills of materials, see Creating the Bill of Materials. Editing Alternate Names In Release 9.0.4, you can use the new gear icon on the Bill of Materials screen to change the name of the alternate. Click the icon to display the Edit Alternate Material dialog box. Rename, as needed, and click OK. Report Feature Enhancements Bid Time Column in Open Bid List Report In Release 9.0.4, a new Bid Time option has been added to the column selection options for the Open Bid List Report so you can track exactly when bids were created. By default, this column is not selected. Use the Add/Remove Columns option to change how this column displays. For more information about this report, see Running the Open Bid List Report in this documentation. Change Order Date on Change Order Summary In Release 9.0.4, the Change Order Summary Report now displays the date the change order was created. This is the same date as the Transaction Summary page. For more information about this report, see Running the Change Order Summary Report in this documentation. Job Create Date Column In Release 9.0.4, when running a report that returns results for multiple jobs, such as the Job Won/Lost Report, you now have the option to add a Job Create Date column to the report to help differentiate the different jobs. 4

15 Job Management Release Manage Schedule Reports A new Manage Reports tab has been added to the Reports Page. If you have the JOB.MGMT.ADMIN authorization key, you can review the currently scheduled reports by user or all the reports and manage them from there to edit or delete reports, as needed. For more information about this page, see Managing Scheduled Reports in this documentation. Reconciliation Reports In Release 9.0.4, the Balance to Bill calculations subtract the freight amount so that it equals the amount left on the bill. Report Output Excel Option As of Release 9.0.4, each Job Management report has the option to export to an Excel spreadsheet for analysis. Use the Excel option Schedule area to select the spreadsheet format before creating the report. 5

16 What's New in Release User-Specific Report Settings In Release 9.0.4, a new Report Settings tab has been added to the Admin page to set report options, such as Show Cost or Include Company Logo. These report settings allow you to apply user-level options for a set number of reports. By default, the system checks these settings first to run reports from within a job. If no settings are applied, the report runs as usual without modifications. For example, you can now set the following options for the Shipment Summary report: For more information, see Defining Report Settings in this documentation. Shipment Summary Rows Per Page In Release 9.0.4, use the new Rows per Page option and drop down menu to indicate how many summary rows you want to display. The default is All. Direct Through Stock Features DTS Internal Notes In Release 9.0.4, you can now add Internal Notes for a DTS order. From the Direct Through Stock tab on the Manage POs page, click Internal Notes to expand the notes field. These notes display in the Eclipse order entry header for DTS purchase orders. DTS PO Branch Selection 6

17 Job Management Release As of Release 9.0.4, when creating a purchase order for direct through stock inventory, you can now select a different branch from the one specified on the Info/Settings page. This allows for more flexibility when handling Direct Through Stock (DTS) material. When you select a different branch, the system uses that ship branch for purchase orders for all DTS vendors on the job. DTS Quantity Column In Release 9.0.4, a new DTS PO Qty column display on the Direct Through Stock tab on the Manage POs page indicates how much of the purchase order is DTS material. You can then use details link to display the Item Detail window and review quantities by purchase order. DTS Shipped Column in Job Status Summary The new DTS Shipped column has been added to Job Status Summary page. User the Add/Remove Columns area to select this column to display. 7

18 Eclipse Application Updates for Job Management Job Number in SOE What's New in Release In Release 9.0.4, the Job Number link in the status bar of Sales Order Entry in Eclipse is now an active link. By clicking the job number, you launch Job Management and open the associated job. Set User ID in Change Log In Release 9.0.4, the change log in Eclipse no longer displays the generic "phantom" user in the vendor change log when a vendor is changed. The system now pulls the correct User ID for better use of the change log. Change Order Enhancements Send Change Order Buttons In Release 9.0.4, the Send Change Order page buttons have been duplicated at the top of the page. You can now access the Send Change Order and Cancel buttons without having to scroll to the bottom of the page providing quick access for users. Administrative Functions User Profile Report In Release 9.0.4, a new User Profile Report has been added for Administrative users. This report can help determine if they set their profiles up correctly or which users may still be in the system if they have changed responsibilities or left the company. You must be assigned the JOB.MGMT.ADMIN authorization key to view and run the report. Replace Quoter/Project Manager Use the new Data Maintenance tab on the Admin page to access the new Replace Quoter/Project Manager functionality. 8

19 Job Management Release This screen lets you change the primary quoter or project manager through the system for all jobs. This feature replaces all records, user view details to see the job ID, Job Name and Update Status. The jobs must be in active and in a closed session state to be updated. The system ignores closed jobs. A View Details link displays after the process completes which shows all the jobs effected and if any jobs were skipped. New Job Error Log In Release 9.0.4, a new Job Log tab has been added to the Job Summary page. This new log displays errors include the date and time at which the error occurred, the user whose login caused the error, the error type, and a summary of the error captured by the system. This information helps Eclipse support and your administrative personnel troubleshoot issues should they arise. For more information, see Using the Job Log in this documentation. Additional Column Updates Remove Payable Column Added In Release 9.0.4, a new Remove Payable column has been added to the Open Receiving page. Users with the SUPERUSER authorization key can remove payables that have not automatically been removed, if needed. 9

20 What's New in Release This action will not cancel the payable in Eclipse or the Eclipse order. If you remove a record by mistake, you must un-attach and then re-attach the payable from the sales order in A/P Entry within Eclipse. This adds the payable back to the Job Management open payments list. For more information about open invoices and payables, see Viewing and Searching for Invoices with Open Quantities for Receiving. Project Type Column Corrected Prior to this release, the Project Type column was displaying the Job Type information. This column has been rename to Job Type and removed from the default view. You can use the Add/Remove Columns option to add it to your personal view, if needed. For more information about these columns, see Viewing Jobs in this documentation. Additional Job Management Enhancements The following enhancements fall into different areas of the system. From Address From Release 9.0.4, use the new Default From Address field in the Forms Generation area of the Document Imaging tab to list and address for the system to use when an of a reminder note is sent. If the field is blank, the system uses jobmgmt@donotreply.com. For more information about these settings, see Defining Form, Image, Fax, and Settings in this documentation. In addition, in the Task Details screen, you can use the new From Address when setting reminder notes: Default User's - Set in the Document Imaging tab on the Admin page. 10

21 Job Management Release Current User's - Set in Eclipse User Maintenance > Additional User Data in the Outgoing field. For more information about this option, see Managing Your Tasks for Jobs in this documentation. Hide Description on Bids In Release 9.0.4, a new option has been added to the Forms Settings tab on the Admin page. You can use the new Hide Description option in the Form Options Defaults > Quotation / Order Acknowledgment area to hide descriptions when bids are sent. The default is No. Job Name ID on Home Page In Release 9.0.4, the Home page has been updated so that the Job Name ID contains only the user-created job name and a unique Job ID. Prior to this release, the system added the Job Type and the Create Date as values in the job name. After research and customer feedback, the job type 11

22 What's New in Release and create date were removed so that only the user-created Job ID and system-assigned ID display. Notes Link on Job Summary In Release 9.0.4, a new green flag notes for the job that have been added. P/O Validation Format displays next to the Notes link when there are any In Release of Eclipse, the system allows setting a specific format for P/O numbers through Customer Maintenance. In Job Management Release 9.0.4, the Job Management jobs and change orders now respect that setting and displays an alert if that format does not match. This validation occurs in the following pages: Award Job, Change Order, and Info Settings in Job Summary and the system displays an error, if the formatting is not met. Refresh Contact Information Prior to this release, Job Management did not sync information in Contact Maintenance when it was updated from the Eclipse application. In Release 9.0.4, you can now use the new Refresh Contact Info button in the Job Summary > Customers area to ensure that you have the most recent information. Note: This option is only available for jobs that are not awarded. Searching by Entity ID You can now search by Eclipse Customer or Vendor and Job Rep ID in the respective fields. Use the Eclipse ID in the field to populate the corresponding name. The system then populates the field with the name or produces a list from which to select. 12

23 Job Management Release For example: Sending RFQs by In Release 9.0.4, on the Send RFQ (Request for Quote) page when you select as the delivery mechanism for the vendor, a dialog box displays. This lets you setup individual messages for each of your vendors, then when you click Send RFQ all the s are sent at one time. This saves you time and makes sending RFQs more personalized. 13

24 What's New in Release

25 Job Management Release Getting Started with Job Management Use the information in this chapter to familiarize yourself with the navigating through the Job Management application, as well as setting the application up with your personal preferences This chapter contains the information about the following: Logging On and Off Managing Job Management Application Sessions Defining Your Display Settings and Defaults Authorizing Users for Job Management Navigation Basics Viewing Jobs Viewing Job Deadlines Searching for Jobs 15

26 Logging On and Off Logging On and Off Eclipse Job Management displays user-specific information pertaining to your job activity. You must log on to the application before you can enter information. Job Management keeps track of jobs for which you take part, whether you are the quoter, job manager, A/P clerk, or have any other role associated with a job. Note: When you log off of the Job Management system, be sure to use the Log Off feature to free your license. If you only close the window without logging off, the system holds your license even though you are not actively using the application. To log on to Job Management: 1. Open the Job Management application in one of the following ways: From the Orders menu in Eclipse, click Job Management. Use the Eclipse Web Start Page and click Job Management. The system displays Job Management in your default browser. 2. In the Login Name field, enter the same log in identification you use in Eclipse and press Tab. 3. In the Password field, enter your Eclipse password. 4. Click Login or press Enter to display the Job Management Home page. To log off of Job Management: 1. From any page in Job Management, click Save to save your data. 2. In the main menu bar, click Log Off to log off of the application. See Also: Navigation Basics Eclipse Job Management Setup Overview 16

27 Job Management Release Managing Job Management Application Sessions Users with the SUPERUSER authorization key assigned can use the Session Manager to monitor Job Management sessions and control active Solar Eclipse sessions. You might find it necessary to log users out of Job Management sessions throughout your work day. To log users out of Job Management using the Session Manager: 1. From the Solar Eclipse File menu, select Session Manager to display your Session Manager page. You can also access the Session Manager by opening a web browser and accessing your Java Web Start page. In the Address field, type your Eclipse server s hostname or IP address and the Solar port number (such as or and press Enter to access the page. Scroll to the Application Management section and click Session Manager to display the Session Manager page. 2. When prompted, enter your Solar Eclipse login name and password. 3. In the Job Management section, find the user you would like to log out and click Logout Session next to the user s entry in the list. See Also: Logging On and Off 17

28 Defining Your Display Settings and Defaults Defining Your Display Settings and Defaults Before creating jobs in Job Management, define your preferred display settings and application defaults. Setting your user profile saves you time when accessing areas of the system that you use most frequently. You can update your profile settings at anytime. You can also customize the Jobs section of the Job Management Home page by adding or subtracting columns; examples provided below. To define your user profile: 1. From any page in Job Management, click My Profile in the footer to display the My Profile dialog box. 2. Select an option for each of the display settings: Field Selected Skin Language My Home Description Select the color scheme in which you would like to view the application Select the language in which you like to use the application. Select the page to which you would like the application to display when you log on and when you click Home in the menu bar. Default - Displays the My Upcoming Deadlines, Jobs, and Create Job section when you click Home in the menu bar. Select this page as your Home page if you frequently create jobs, or need to monitor the progress of a job. The content of this Help system is written assuming that you have Default selected as your Home page. Create Job - Displays the Create Job section when you click Home in the menu bar. Select this page as your Home page if you create jobs regularly, but do not need to monitor the progress of jobs. Receiving - Displays the Open By Job Type chart and jobs that have orders that you have not yet received into the system when you click Home in the menu bar. Select this page as your Home page if receiving orders for jobs is your primary responsibility. 3. Select an option for each of the application defaults. You can leave any or all of the application defaults blank. Field Job Type Price Branch Description Select the job type, such as Lighting, that you traditionally handle. The system uses this job type by default when new jobs are entered. Select the default pricing branch to use for pricing and when searching for invoices. If a user opens a job for which a price branch is not assigned, the system assigns the job's price branch to the setting for that user in this field. 18

29 Job Management Release Field Ship From Branch G/L Sales Source Default Printer Secondary Users Description Select the default branch from which stock products ship. If a user opens a job for which a ship- from branch is not assigned, the system assigns the job's ship-from branch to the setting for that user in this field. If this field is left blank, the system uses the first option available on the drop-down list as the default on the Home page. Select the default profit center that sold the product, for example, outside sales or counter sales. Select the printer that you use most often. This printer acts as the standard printer unless you select a different one when printing documents and given the option to select a printer. If you want the same users to have access to your jobs, you can add them as secondary users. For example, instead of adding the same two people as secondary quoters or project managers to every job you create, you add them as a secondary user in your profile. When your user ID is added as a quoter or a project manager, the secondary users are automatically added to the respective list. As you enter information in the application, fields with these same labels populate with your default selections. 4. Select or enter an option for each of the communication preferences: Field Reminder Method Description If you selected to send a reminder regarding the task, select whether to receive a reminder by or by text message (SMS message) and enter the corresponding address or telephone number. If you send reminders through text messages, you must enter the mobile phone number and select the wireless provider. If you select Text Message, the system displays the following fields: Phone Number - Enter the full phone number including area or country code, as needed. Wireless Provider - Enter the provider, such as Verzion, for the phone number entered. If the provider is unknown, leave this field blank. If you select Text Message, this field is required. Note: If you send reminders through text messages, the recipient's standard text messaging charges apply. We recommend keeping text messages short. Long text messages (more than 160 characters) may be truncated or broken into more than one message depending on provider test message rules. Breaking the text into more than one message will result in additional charges from the carrier. Note: Reminders use the user's time zone for whoever is logged in to Job Management. Address Enter your address. This is the address the system sends reminder messages to, and is also the default address the system populates when you are sending documents, such as Release POs from the system. Note: If you do not define an address, the system uses the default address setup in Eclipse. 19

30 Defining Your Display Settings and Defaults Field Default CC Default BCC Contact Phone Number Text Message Phone Number Description Enter the address to which you want to send copies of system-generated documents, such as Release POs. Other recipients of the can also see these addresses. Enter the address to which you want to copy system-generated documents, such as Release PO. Other recipients of the cannot see those addresses you add as BCC. Also, the BCC recipient cannot see who else received the . Enter your primary contact phone number. To receive reminders from the system through text messages, enter the phone number to which you want those messages sent. Note: If you send reminders through text messages, the recipient's standard text messaging charges apply. We recommend keeping text messages short. Long text messages (more than 160 characters) may be truncated or broken into more than one message depending on provider test message rules. Breaking the text into more than one message will result in additional charges from the carrier. Wireless Provider Time Zone Form Signature Select your wireless provider from the list to receive reminder messages by text message. Enter the provider, such as Verzion, for the phone number entered. If you select Text Message, this field is required. Select the time zone in which you work. Enter any free form text that you want to display on the bottom left of all systemgenerated forms. For example, you might use this as contact information for the person who created the form, or as a standard message to your vendors and customers. 5. Click Update Profile to save your changes or click Cancel to exit the dialog box without saving your changes. User-Defined Column Views You can also customize the many of the Job Management pages by adding or subtracting available columns. You can display the information you use the most on your jobs. 1. At the bottom of the tables with additional columns, select the Add/Remove Columns drop down to display the column options. 2. Select or deselect the columns you want to display. 20

31 Job Management Release Example 1: My Jobs Each selection is automatically saved and displayed. Example 2: Job Status Summary 21

32 Defining Your Display Settings and Defaults Example 3: Financial Summary > Vendor Summary 22

33 Job Management Release Using Role-Based Security in Job Management Control security for the jobs you are managing based on roles. Use the Security tab on the Admin page and provides the ability to turn on and off the administration of role-based security all together. By leaving it turned off, the system functions the way it always has. Turning it on, allows you to limit who has access to edit jobs. When turned on, only quoters assigned to that job have edit access to the job while it is in a bidder status and only project managers assigned to that job have edit access after the job is awarded. You can set up secondary quoters and secondary project managers for a job also which allows those users to have the same functionality as the primary quoter and project manager. When using this functionality quoters are responsible for awarding jobs. Adding Secondary Users From the My Profile page, if you want the same users to have access to your jobs, you can add them as secondary users. For example, instead of adding the same two people as secondary quoters or project managers to every job you create, you add them as a secondary user in your profile. When your user ID is added as a quoter or a project manager, the secondary users are automatically added to the respective list. To add a secondary user to your profile: 1. From any page click My Profile to display your profile selections. 2. In the Application Defaults area, click Secondary Users. 3. In the Search for New My Users field, enter the user name for the user you want to have the same permissions as you and select that user. 4. Click Add My Users. The user's name is added to your My Users list. Role-Based Restrictions After turning on the Security feature, the system restricts the bidding and awarded jobs. If a job is in a Bidding state, only bidders and secondary bidders can make changes. All others have view-only access. If a job is already awarded, then only the project manager or secondary project managers can make changes to that job. All others have view only access. The only exception to these rules is if a user has the SUPERUSER authorization. Single-User Access to Jobs In addition, you can limit the application to single user access. Use this option to limit access to a job so that only one person can edit the job at a time. This security lock applies to both the Job Summary page and the Bill of Materials page. When set to "ON" the first user to open the job can make changes and edit the order. Any user that access the job after that receives a warning message to indicate that another is making changes and they are in view-only mode. 23

34 Using Role-Based Security in Job Management The system removes the lock on a job when the initial user navigates away from the job. To clear a lock manually, the main user can re-login to Job Management or a user with Admin privileges can use Session Maintenance from the Admin page, to end the user's session. 24

35 Job Management Release Allowing Customers to View Job Information Job Management allows you to set up contacts for your customers to log in to the application to view information regarding jobs to which they have been awarded. When a contact logs in, they are able to search for and view current and past activity to which their customer is associated including job summary status and shipment summary information available on the Job Summary page. The following tabs are accessible from this page: Job Status Financial Summary Viewing Sell and Job Total Values Viewing Prices and Transactions Viewing Customer Invoices Info/Settings Defining Shipping Methods and Freight Completing Job Details Shipment Summary In addition, contacts who log in are able to set a user profile for viewing information and to view the online Help. Allowing customers to log in to your instance of Job Management requires configuration to your firewall to allow users from outside your VPN to access your system. Contact your sales representative or customer support for additional information regarding the setup requirements. To access Job Management, a contact must meet the following criteria. Be associated with a valid customer record. See the Eclipse online help for information about creating contacts and adding them to customer records Have a valid Web Commerce login name and password defined in the Login and Password fields in the Contact WOE Parameters screen. See the procedure below to access the screen. The Enable Job Management Login field in the Contact WOE Parameters screen for the contact must be set to Yes. See the procedure below to access the screen. To access the Contact WOE Parameters screen: 1. From the Eclipse File menu, select Contact to display the Contact Maintenance screen. If you are running Solar Eclipse, select Maintenance > Contact. 2. Display the contact to which you want to give login access and use the WOE hot key to display the Contact WOE Parameters screen. 25

36 Creating Tasks for Jobs Creating Tasks for Jobs As you are working with a job in Job Management, you can create a list of tasks and reminders for items that you need to complete for a job. For example, calling a customer to give them an update on shipping dates. Tasks in Job Management are similar to tasks in programs such as Microsoft Outlook. You can create tasks from the Task Manager, as described below, and from job-level notes. To create a task for a job: 1. From any page in Job management, click Home in the menu bar to display the Home page, and then click Task Manager in the submenu bar to display the Task Manager page. 2. Enter the following information about the task and click Create Task: Field Subject Description User Priority Status Due Date Reminder Description The general purpose or a shortened description of the task. The subject you enter here displays in the Task Manager and helps you identify the task. A more detailed description of the task that needs completing for the job. The ID of the user responsible for completing the task. The priority of the task. Select 1, 2, or 3 to indicate the importance of the task. If you have multiple tasks due on the same day, setting a priority helps you determine in which order to complete the tasks. The stage the task is in. Select Not Started, In Progress, or Completed to indicate the task's stage. The calendar date by which the task needs to be completed. Click the calendar icon and select the due date. Select the check box to indicate that a reminder should be sent. Click the calendar icon and select the reminder date. Note: Reminders use the user's time zone for whoever is logged in to Job Management. Reminder Method If you selected to send a reminder regarding the task, select whether to receive a reminder by or by text message (SMS message) and enter the corresponding address or telephone number. If you send reminders through text messages, you must enter the mobile phone number and select the wireless provider. If you select , the system displays the following fields: Address - Enter the address to whom the reminder should be sent. From Address - Enter the address from which you want the sent. If you have a company address, enter that here. If this is left blank, then the system uses jobmgmt@donotreply.com. Admin's Default link - The system uses the contact in Admin settings ce from Job Management. Current User's link - The system populates the From with the currently logged in user's . 26

37 Job Management Release Field Description If you select Text Message, the system displays the following fields: Phone Number - Enter the full phone number including area or country code, as needed. Wireless Provider - Enter the provider, such as Verzion, for the phone number entered. If the provider is unknown, leave this field blank. If you select Text Message, this field is required. Note: If you send reminders through text messages, the recipient's standard text messaging charges apply. We recommend keeping text messages short. Long text messages (more than 160 characters) may be truncated or broken into more than one message depending on provider test message rules. Breaking the text into more than one message will result in additional charges from the carrier. The task displays in the Task Manager table. You can update the priority, due date, reminder date and method, and the status within the table for each task. For information about editing or deleting tasks, see Managing Your Tasks for Jobs. 27

38 Managing Your Tasks for Jobs Managing Your Tasks for Jobs As you are working with a job in Job Management, you can create a list of tasks and reminders for items that you need to complete for a job. For example, calling a customer to give them an update on shipping dates. As you work through tasks while managing a job, you can update and remove tasks from the Task Manager to better manage your jobs. To update a task in the task manager: 1. From any page in Job management, click Home in the menu bar to display the Home page, and then click Task Manager in the submenu bar to display the Task Manager page. The table at the bottom of the page displays all the tasks assigned to you for the job. 2. Update the following fields for a task, as necessary: Field Subject Due Date Priority User Status Description Reminder Reminder Method Description A description of the type of task you want to add, such as Call Customer for Alternates. The calendar date by which the task needs to be completed. Click the calendar icon and select the due date. The priority of the task. Select 1, 2, or 3 to indicate the importance of the task. If you have multiple tasks due on the same day, setting a priority helps you determine in which order to complete the tasks. Enter the user ID for the person to who owns the task. The stage the task is in. Select Not Started, In Progress, or Completed to indicate the task's stage. Include a full description for the task, such as the name of the alternate you want to revisit or a different contact person to whom you should speak. Select the check box to indicate that a reminder should be sent. The date, if any, on which you want the system to remind you of the task. Click the calendar icon and select the reminder date. If you selected to send a reminder regarding the task, select whether to receive a reminder by or by text message (SMS message) and enter the corresponding address or telephone number. If you send reminders through text messages, you must enter the mobile phone number and select the wireless provider. If you select , the system displays the following fields: Address - Enter the address to whom the reminder should be sent. From Address - Enter the address from which you want the sent. If you have a company address, enter that here. If this is left blank, then the system uses jobmgmt@donotreply.com. Admin's Default link - The system uses the contact in Admin settings ce from Job Management. Current User's link - The system populates the From with the currently logged in user's . 28

39 Job Management Release Field Description If you select Text Message, the system displays the following fields: Phone Number - Enter the full phone number including area or country code, as needed. Wireless Provider - Enter the provider, such as Verzion, for the phone number entered. If the provider is unknown, leave this field blank. If you select Text Message, this field is required. Note: If you send reminders through text messages, the recipient's standard text messaging charges apply. We recommend keeping text messages short. Long text messages (more than 160 characters) may be truncated or broken into more than one message depending on provider test message rules. Breaking the text into more than one message will result in additional charges from the carrier. 3. Click Save Task to save your changes to your tasks. To edit task information: 1. From the Home page in Job Management, click Task Manager at the top of the page. 2. At the end of the line item to which you want to edit task information, click the edit icon and adjust the note information. 3. Click OK. To delete a task from the Task Manager: 1. From any page in Job management, click Home in the menu bar to display the Home page, and then click Task Manager in the submenu bar to display the Task Manager page. The table at the bottom of the page displays all the tasks assigned to you for the job. 2. Click the delete icon next to the task you want to remove. 29

40 Navigation Basics Navigation Basics Job Management has several features that allow you to quickly navigate through the application and identify fields that require data, or fields that are validated against Eclipse data. Pages in each job phase, such as bidding or releasing material, display only relevant information to that phase, so you can efficiently carry out tasks related to the current needs of the job. The help available icon identifies fields, tabs, or pages that provide on-line help. Field Types Job Management contains the following field types: Field Type Description and Example Icon Required Fields that require an entry have a bold field name or an asterisk (*). Validated search Free-form text Fields that the system validates against Eclipse data, or settings within Job Management are indicated with a spinner icon. The system searches based on the characters you enter in the field, and begins searching after you enter the third character in the field. As you continue to type, the system refines the search based on the additional characters entered. While the spinner is moving, the search is active. After the spinner stops, the system displays the first 25 results that match the characters entered in the field. Click an item in the result list to select it, or enter additional characters in the field to further refine the list. If you are searching for Eclipse users, you can search using the users name or system user ID. Fields that have no restrictions on characters or entries. The Job Name field, below, is an example of a field where you enter each character of text. Free-entry text fields have no icons associated with them. The field displayed below the Job Name field is a view-only field with no box around it, which indicates it is a viewonly field. Note: For fields, you can enter multiple addresses separated by commas. Date entry Fields that require a calendar date in the MM/DD/YYYY format. Enter the date in the field or click the calendar icon to the right of a date field to use the calendar to select a date. The Follow up Date field, below, shows a date entered, and the Completion Date field, below, shows a field that needs a date. 30

41 Job Management Release Field Type Description and Example Icon Drop-down fields Fields that provide a list of options from which to select. The Job Status field, below, on the Job Summary page is an example of a drop-down field. Click the down arrow in the field to select from the valid choices for this field. Triggered search Fields that search for a match in Eclipse or throughout Job Management. Triggered search fields are similar to validated search fields in that they search on the characters entered in the field. The Description column, below, on the bill of materials is an example of a triggered search field. You can enter free-entry text in this type of field or use the image icon to start a catalog search of Eclipse. When the system finds a match and you select a product for the field, the icon changes to indicate the product is from your inventory. Saving Information When creating and updating job information in Job Management, we recommend that you save your work when you first display a page and before you exit a page. If you use the Back button or navigate away from a page, the application automatically saves your work on that page. Pages also automatically save every five minutes. The application times out after one hour of inactivity. To exit a page without saving the information you entered on that page, click Cancel. Note: The Maintenance page saves information as you do your work and immediately updates the application. Therefore, this page does not have a Save button. See Also: Eclipse Job Management Overview Logging On and Off of Job Management 31

42 Viewing Jobs Viewing Jobs Job Management provides easy access to your active jobs and jobs with recent activity so that you can quickly find what you need to proceed with the job's progress and determine the percent complete for a job. Use the Jobs section of the Job Management Home page to quickly view a status of any job to which you are associated, such as jobs you created, or jobs to which you are assigned a role, such as quoter or project manager. You can also view all jobs in the system regardless of whether you have an associated role with the job. To view a job: Note: To view a Job Log error summary, display the job and click the Job Log tab. 1. From any page in Job Management, click Home in the menu bar to display the Job Management Home page. 2. In the Jobs section of the Job Management Home page, select one of the following tabs in the activity table to display jobs for which you are authorized: My Jobs - Displays all jobs with an active status to which you are associated. Jobs are listed in chronological order by bid due date with the earliest date at the top of the list. This list does not include jobs that have been marked as lost or completed jobs. For information about the remaining columns, see My Jobs Column Data below. Recent Activity - Displays the last 25 jobs that you have recently accessed, regardless of the date you viewed them. Jobs are listed in chronological order by the last date you accessed the job. All Jobs - Displays 200 active jobs, regardless of whether you have an associated role in that job. This data displays groups of up to 50 jobs at one time in chronological order by most relevant date with the most recent date at the top. 3. In the Job Name ID column, select the job name to display that job's Job Summary page. Note: You can edit only jobs for which you have authorization or an associated role. You can also filter the My Jobs, Recent Activity, and All Jobs lists by entering search criteria, such as job name or a quoter's name in the column headings. The system filters the jobs to display only those that match your search criteria. If you enter search criteria and want to go back to seeing the entire list, delete the search criteria and press Enter. Searches are not case sensitive, and return anything that contains the text that you enter. Items that have been shipped display with an estimated ship date, the shipping information and the tracking information. You can see what has been shipped and when you can expect to receive the quantities. To view only unawarded jobs: 1. From any page in Job Management, click Home in the menu bar to display the Job Management Home page. 2. In the Jobs section of the Job Management Home page, click Bid Board. The system displays all unawarded jobs in a calendar format: 32

43 Job Management Release Use the Quoter and Branches and Territories fields to filter the board for the items you want to see. 4. Adjust the fields as needed and click Refresh to change the board view. Click the job you want to review. My Jobs Column Data The following columns display the job information for each job listed in the My Jobs tab. Field Job Name ID Bid Due Status Description The name of the job as entered in the Create Job area. The date by which the bid is due. Use the Bid Board link to check the dates by calendar format. The current status of the job. 33

44 Viewing Jobs Field My Role POC City State Ship Branch Price Branch Create Date Quoter Project Manager Customer Job Type Total Job Sell Total Job Cost Description The role assigned to your user for the job. Percent complete. This is the job value in dollars, not the quantity released. The city in which the job should be completed. The state in which the job should be completed. The shipping branch for the job out of which the material should be sent. The pricing branch for the job material. The date on which the date was created. The user responsible for the job quote. The manager on the customer side responsible for the job. The customer name. The type of job, such as residential or commercial. The cumulative sell price for the job. The cumulative cost price for the job. 34

45 Job Management Release Viewing Job Deadlines From the Job Management Home page, you have immediate access to a table of user-specific data displaying the next five days of jobs and their most significant deadline dates, either follow-up date or bid date and time, as well as task due dates. For example, you have three jobs with deadlines on September 14, The My Upcoming Deadlines table displays three jobs under FRI 9/14/2009. The first job listed has a bid due at 2:00 PM on that date, so for that job, the table displays: Bid 2:00 PM. Important: In order for the task to display, the task must be assigned to the logged in user and the task must have a due date assigned. To view a job deadline: 1. From any page in Job Management, click Home in the menu bar to display the Job Management Home page. Note: If your Home page is set to Receiving, the Create Job section is not available to you. Update your profile to use the Default Home page or the Create Job Home page. 2. Navigate to the My Upcoming Deadlines section of the page. If you have past-due follow-up dates, the following message displays: "You have overdue follow ups/bids." Click Overdue followups/bids to see a list of your overdue dates. The example below displays all deadlines within the next two days: two follow-up calls are due today (3/16/2007), and one deadline is due tomorrow. 3. To display deadlines for dates later than today and tomorrow, click the arrow icon next to the date you want to view. When the arrow points down, as shown below, the deadlines for that day display. 35

46 Viewing Job Deadlines 4. To display the Job Summary page for any job listed, click the job name in the Description column. To display all active jobs, in the Activity table on the Job Management Home page, click the All Jobs tab. See Also: Viewing Jobs Completing Job Details 36

47 Job Management Release Searching for Jobs The search function lets you quickly search for a job by name, or you can use the advanced search to search by additional job criteria, such as quoter name, job type, or invoice number. Narrow the search by entering multiple values in the advanced search fields. There are also filters at the top of the Home page by which you can filter the results quickly. Use the following information to learn more about quick search, Additional Criteria searching, and column filter searching. The search results only include those jobs at branches to which you have authorization. If you are assigned to a job, but you are not authorized for the job's branch, you see the job in your jobs list, but you are not able to open the job. You can search for a job using the Search function available in the main menu, or in the My Jobs, Recent Activity, and All Jobs tabs on the home page by typing all or a portion of the job name in the Job Name ID field to filter the list of jobs. Note: To review all unawarded jobs, click Bid Board section of the Job Management Home page. Unawarded jobs display in a calendar format so you can review what is coming up next and click on a job to view it. To quickly search for a job by name: 1. From any page in Job management, click Search in the menu bar to display the search prompt. 2. In the Job Name/ID# field, enter the job name, the first few letters of the job name, or the job ID, and click Search. 3. Use the Customer, Vendor, or Contact fields to narrow your search, if needed. The Search Again page displays with a table displaying any search results with the Reference ID included. Note: If you are logged in as a contact, you cannot search for customers. 4. Do one of the following: If the search results display the job you want, click the job in the Job Name field to display the Job Summary page for that job and continue working. If the search results do not display the job you want to view, enter a new search string to redefine the search criteria in the Search Again field and click Search. You can also click Advanced Search above the Job table to display the search parameters and narrow your search by completing the fields, as needed. The less specific you are in your search criteria, the more results the system returns. 5. To delete the entries in all fields and start a new search, click Clear. To quickly search for a job by entity: 1. From the Home page in Job management, click Search above the job listings display the basic search criteria. 2. Enter criteria in one or more of the following fields: Job Name/ID#, Customer, Vendor, or Contact. 37

48 Searching for Jobs Note: When searching by Contact, the system uses the contact's customer branches assigned to open jobs to determine which jobs to display because Contact records do not contain assigned branches. 3. Click Search. 4. The results display with only the jobs that match the criteria you entered. For example, if you enter American in the Job Name/ID# field and Miller in the Customer field, the system returns only those jobs that have American in the name and Miller in the customer name. 5. Click Clear to delete your criteria and start again. To search using additional job criteria: 1. From the Home page in Job management, click Search above the job listings display the basic search criteria. 2. Click Additional Criteria. 3. Use the following fields to detail which job you want to find: Field Job Name/ID# Customer Vendor Contact City State Quoter Project Manager Inside Salesperson or Outside Salesperson Next Action By Customer PO Sales Order/Invoice #* Job Type Price Branches and Territories and Ship From Branches and Territories* Description Enter a job name or ID number. Enter a customer name listed on a job, whether awarded or not. Enter a vendor listed on a job. Enter the main contact as selected on the Job Summary page. Enter the name of the city where the job is located. Enter the name of the state where the job is located. Enter the quoter's name. Enter the project manager's name. Enter the salesperson's name. Enter the name of the person responsible for taking the next action on the job. Enter the customer purchase order number to limit the results by only that purchase order. Enter at least four characters from a direct sales order or invoice included in a job to search for the job that contain orders and invoices with that number. Select the type of job to limit the search to a specific job type. Select the branches and territories to search for only jobs assigned to those branches. 4. Click Search. The system displays only those jobs that match all your criteria. To use more advanced search criteria, see Using the Advanced Search in this documentation. 38

49 Job Management Release Column Filter Searches In several tables throughout the Job Management system, filters display at the top of column for quick searching on the job or entity you are reviewing. Each filter lets you limit the display for better management on larger tables. To search results by column filters: 1. Click the page and display the table you want to review, such as Home for the entire job listing or Job Status tab. 2. Locate the column by which you want to limit the results. Depending on the size of the table you may need to scroll left or right. 3. For column headers with arrows, use the drop down to select a filter: 4. For column headers with filters, enter the keyword by which you want to limit the display: 5. Continue working with your job, as needed. 39

50 Using the Advanced Search Using the Advanced Search You can perform an advanced search, if needed, from any page in Job Management. The system provides multiple options from which to choose when trying to find a job in the system. To use the advanced search: 1. Click Search in the top menu to display the initial Search prompt. 2. Click Advanced Search to display the Advanced Search page. 3. Complete the fields, as needed: Field Job Name/ID# Customer* Description The job name or ID for which you want to search. Enter a customer name listed on a job, whether awarded or not. Note: If you are logged in as a contact, you cannot search for customers. City State Vendor* Quoter Project Manager Inside Salesperson or Outside Salesperson Next Action By Status Include Inactive Jobs Job Lost Reason Include No Bid Jobs Customer PO Enter the name of the city where the job is located. Enter the name of the state where the job is located. Enter a vendor listed on a job. Enter the quoter's name. Enter the project manager's name. Enter the salesperson's name. Enter the name of the person responsible for taking the next action on the job. Select a job status from the drop-down menu to search on a job's status. Select Yes to include jobs with job statuses that were tagged as inactive in the Job Status area on the Administration page. Select the reason a job was lost from the drop-down menu to include jobs that were tagged as lost for that reason. Select Yes to include jobs that were lost due to no bidding. Enter the customer purchase order number to limit the results by only that purchase order. 40

51 Job Management Release Field Sales Order/Invoice #* Price Branches and Territories Ship From Branches and Territories Selected Branches Bid Due Date/Time Follow Up Date Completion Date Description Enter at least four characters from a direct sales order or invoice included in a job to search for the job that contain orders and invoices with that number. Select the branches and territories that you want to include in the search. Use the Selected Branches field associated with each branches/territories field to narrow to selected branches regardless of price or ship-from options. Select a qualifier, such as Is equal to or Later than, and a date and time to which you want to limit the search results. * You can search by reference number in these fields. 4. Click Search to display the results. Note: Click Clear to remove the criteria and begin again. 41

52 Job Management Application Setup Job Management Application Setup Before you create jobs in Job Management, set the appropriate Eclipse authorization keys to define each users' permissions within the application and define default values, such as a list of commonly used vendors and job types, for the jobs that you manage. All users throughout the application commonly use the default values when creating jobs. The Administration page maintains your default values universally for all jobs. We recommend that you carefully consider the values to maintain accurate and consistent information for your jobs. To set your personal application defaults and display settings, see Defining Your User Profile. Product Setup Default product template - The default product used when creating the bill of materials (BOM) for a job, prior to awarding the job to a customer. The system uses the default product to calculate cost and price information. When you convert the BOM into orders, the line items look like real items on the order in Eclipse, but the system uses the default product template so that non-stock items are not created for direct ship items for the job. Set up the product you want to use as the default product template as a non-stock product. Engineering fee products - A non-stock product record used on direct orders created with any engineering fees. Miscellaneous charge products - A non-stock product record for adding miscellaneous charges, such as restocking fees for returns. Authorization Keys Eclipse Job Management contains several authorization keys that define users' permissions throughout the application. You can assign authorization keys to templates that correspond with job descriptions for Job Management to help ensure consistency in user permissions. Creating templates also speeds up the process of assigning authorization keys for Job Management functions. You can also assign authorization keys individually to each user. For more information about the authorization keys specific to Eclipse Job Management, see Authorization Keys for Job Management. Control Maintenance Records Set the parameters in the Settings Job Management Administrator Settings control maintenance record prior to running Eclipse Job Management. Parameter Default Product Template Description (Required) Select the product record to use as a template when working in Job Management. You can override this setting at the vendor level. You can override this product template at the vendor level in Vendor Maintenance (File > Vendor > Additional Vendor Information > Job Management). 42

53 Job Management Release Parameter Default Engineering Fee Product Default Print Status Customer Used for Pricing Branch Used for Pricing Write Off Account Default AP Approval Flag Receiving URL Allow Awarding Job When Customer on Credit Hold Default Print Style AP Difference Account Description (Required) Select the non-stock product record to use on direct orders created with any engineering fees. The product is used on the direct orders for billing and general ledger posting purposes. Select the invoice print status for direct invoices when your Accounting or Job department receives material. For example, select No for no printing or B for batch printing. Select the customer to use to determine pricing for stock items added to BOMs for a job you are bidding that has multiple customers. This customer is used to get the pricing as close as possible while bidding jobs. You can apply all the tools available in Eclipse for pricing to this customer, and Job Management respects all the settings, including rebates. If you are building a BOM for a job that has only one customer, or once you have awarded a job, the system uses the pricing for that customer for stock items, instead of the default customer. Select the branch to use for pricing for job management orders. The availability of stock items for a job is based on the job's ship branch. The general ledger account to use for returns if the vendor credit is less than expected, and you want to write off the difference rather than debit it back to the customer. Set this field to Yes to have all payables created for jobs in the Job Management application set to Approved when they are written to Eclipse. Setting this field to Yes gives your project managers the ability to approve payables that are in balance directly from the web application and allows you to pay invoices before they have been reconciled. If you prefer that your Payables clerk review each payable for a job and approve them while your Job Management project manager enters the receiving information for the job, set this field to No. Automatically directs your accounts payable personnel entering Job Management payables on the Eclipse system to to the Job Management system to finish the payable process there. This can be set by the Job Management administrator and is the URL they use to get to Job Management. Enter: Enter a URL in this field if your accounts payable department is primarily responsible for completing the receiving for orders in Job Management. Leave this field blank if someone in your Job department or a single accounts payable person is responsible for finalizing receiving in Job Management. Enter Yes to allow a job to be awarded to a customer who is currently on credit hold. Hold for Release purchase orders and Release purchase orders are not printed regardless of how this setting is set if the customer is on credit hold. However, you are able to award the job to the customer. Select the print style to use for invoices printed for orders created for a job. If you enter a print style here, it overrides the Orders print style for Job Management invoices. Select the account the system uses for disputed differences in payables when receiving less than what you have reconciled. If this field is blank, the system uses the Unapproved AP account. 43

54 Job Management Application Setup Parameter Use Quoter as Writer Use for Inside Sales Specification Sheet Profile Description Enter Yes to use the quoter of a job as the order writer for jobs that your company creates. Setting this field to No uses the Project Manager as the writer for a job. The default setting is No. Select whom the system uses as the inside sales person on orders created in Job Management. The default setting, Use Customer, uses the inside sales person assigned in Customer Maintenance for the winning customer. Enter the location where the specification sheet or image for your stock products reside. You can attach the sheets or images to submittal documents for a job. Attach the image to the product record in Product Maintenance. You can also update these settings through the Host Settings tab on the Job Management Administration page. Default Values Default values set once in Job Management display throughout the application in drop-down lists or are retrieved from search fields. Define the following default values on the Job Management Administration page: Job Types Job Statuses Line Item Statuses Vendors Ship Via and Freight Documentation Imaging and Printer Settings Host Settings Form Settings Attachment Settings - When attaching files and images to notifications, select how you want to retrieve the files. We recommend using Read From Archive to minimize the number of network transfers. You must be assigned the JOB.MGMT.ADMIN authorization key to set default values. 44

55 Job Management Release Authorization Keys Job Management contains several authorization keys that define users' permissions throughout the application. You can assign the authorization keys to templates that correspond with job descriptions. Assigning a template to a user is a fast and consistent way to assign all the authorization keys in the template. You can also assign individual authorization keys to users. Important: Job Management also respects the authorization that users have in Eclipse. For example, for a user to enter a nonstock product within the Job Management application, they must be assigned the NONSTOCK authorization key in Eclipse. The following authorization keys apply specifically to Job Management functionality: Authorization Key Description Applicable Job Role JOB.MGMT.ADMIN JOB.MGMT.AWARD.JOB JOB.MGMT.BID JOB.MGMT.BOM JOB.MGMT.CHANGE.ORDER JOB.MGMT.CREATE.CONTACT New in Release Enables a user to setup default system values using the Admin page. Also gives users the ability to delete images. Set for job management items, such as default printer settings, line item statuses, job types, and job statuses. This key has two levels: 1 - View Only 2 - Edit Mode Enables a user to verify bill-to and ship-to customers, add job instructions, and to add additional information for a job during the award process. Enables a user to adjust vendor pricing, send bids to customers, and send requests for quotes to vendors. Enables a user to add items, components, and lots to a job. Also enables a user to assign vendors and stock, create custom bills of materials (BOMs) and to view BOMs. Enables a user to enter and approve change orders. If a customer uses the role-based security, this authorization key allows user to access receiving on all jobs. System Administrators Coordinator Project Manager Bidder/Quoter Project Manager Bidder/Quoter Project Manager Project Manager JOB.MGMT.CREATE.JOB Enables a user to create jobs. Coordinator Project Manager 45

56 Authorization Keys Authorization Key Description Applicable Job Role JOB.MGMT.DTS.ALLOWED New in Release JOB.MGMT.EDIT.STK.COST Allows users access to the Direct Through Stock tab on the Manage POs page to manage and update Direct Through Stock material for a job. Without this authorization key assigned, the system eliminates the tab from the Manage POs page, however, the DTS Qty column always displays on the Job Summary page. Enables a user to edit the cost on stock products when creating the BOM, comparing vendor prices, creating change orders, and entering returns. Bidder/Quoter Project Manager JOB.MGMT.MAINTAIN.CUST Allows a user to send bids to customers. Job Coordinator Project Manager JOB.MGMT.MAINTAIN.REPS JOB.MGMT.MAINTAIN.VEND JOB.MGMT.MANAGE.PO JOB.MGMT.MANAGE.TRANS New in Release Updated in Release Enables a user to send requests for quotes to vendor reps or manufacturer representatives and to add or remove reps or manufacturers from a job. Enables a user to send RFQs to vendors and to add or remove vendors from a job. Enables a user to create Hold for Release and Reserve purchase orders. Also enables a user to create release purchase orders and to release stock items. Allows users to use the Manage Transactions feature on the Job Summary page's Financial Summary tab in the Job Management application. Note: Prior to Release 9.0.3, you had to be a SUPERUSER to access the Balance Out and Delete Adjustments functionality on the Financial Summary page. Coordinator Bidder/Quoter Project Manager Coordinator Bidder/Quoter Project Manager Project Manager JOB.MGMT.RECEIVE.ALL New in Release JOB.MGMT.RECEIVE.MATERIAL JOB.MGMT.RECV.APDIFF If a customer uses the role-based security, this authorization key allows user to access receiving on all jobs. Enables a user to enter vendor invoices and reconcile those invoices against products received. Users can also edit Freight In Exempt and Freight Terms fields. Users can also deduct freight, if needed. Enables users to receive a payable with a difference amount greater than the over/short limit defined. A/P Clerk A/P Clerk A/P Clerk 46

57 Job Management Release Authorization Key Description Applicable Job Role JOB.MGMT.RECV.NO.GL New in Release JOB.MGMT.RECV.PAY.DEDUCT New in Release JOB.MGMT.RECV.PAY.NO.EDIT New in Release Restricts the ability to edit any general ledger deductions, but users can edit Freight In Exempt and Freight Terms fields. Assign this in combination with the JOB.MGMT.RECV.PAY.DEDUCT and JOB.MGMT.RECV.PAY.NO.EDIT authorizations to achieve the desired restrictions. If users are also assigned the JOB.MGMT.RECEIVE.MATERIAL or the JOB.MGMT.RECV.PAY.DEDUCT authorization key, then those users can also deduct freight, if needed. Restricts the ability to edit anything except deductions when receiving material. Users can also edit Freight In Exempt and Freight Terms fields. Assign this in combination with the JOB.MGMT.RECV.PAY.NO.EDIT and JOB.MGMT.RECV.NO.GL authorizations to achieve the desired restrictions. Restricts the ability to edit anything, including deductions. Users cannot edit Freight In Exempt and Freight Terms fields. Assign this in combination with the JOB.MGMT.RECV.PAY.DEDUCT and JOB.MGMT.RECV.NO.GL authorizations to achieve the desired restrictions. A/P Clerk A/P Clerk A/P Clerk JOB.MGMT.RETURN Enables a user to create a return. A/P Clerk JOB.MGMT.SUPERUSER JOB.MGMT.TAX.EDIT Removed in Release Gives a user access to all features and functions within Job Management Job Management will use the settings found in core Eclipse to apply permissions for editing tax information. Company manager A/P Clerk See Also: Setup Requirements for Job Management 47

58 Defining Form Settings Defining Form Settings Job Management requires information such as default branch templates and pricing branches. You can set this information in the Job Management Administrator Settings control maintenance record within Eclipse or directly in Job Management in the Form Settings tab of the Admin page. Set the form settings prior to using Job Management to create jobs. You must be assigned the JOB.MGMT.ADMIN authorization key to set the Job Management settings. Note: If changes are made to the pricing settings in the Job Management Administrator Settings control maintenance record, you need to log out of Job Management and back in for them to take effect. To view and edit form settings: 1. From any page in Job Management, click Admin in the footer to display the Job Management Administration page and select the Form Settings tab. The page displays the settings as they are defined in the Job Management Administrator Settings control maintenance record. 2. Edit or select following fields, as necessary. Field Remove Branch on the job that determines the form options Form Area Branch Job Type Description Select to remove the note from the Form. (Required) Select the branch that determines the form options: Ship From Branch -It is the branch that handles the shipping for a job. Price Branch - It is the branch used for pricing orders for a job. Select the Form you want to add a note to. You can write a note in your forms and select the area where the note displays within the form such as Footer Notes, Before Line Items, After Line Items and Before and After Line Items. Select the branch to use to add the note. Select the job type to use for your form. 2. Click Add Form Note to apply a note to the overall Form Notes page. Field Note Form Area Branch Description Enter the note text you want to save for the form setting. Select the Form to which you want to attach the note, if any. You can write a note in your forms and select the area where the note displays within the form such as Footer Notes, Before Line Items, After Line Items and Before and After Line Items. Select the branch to use to add the note. 48

59 Job Management Release Field Job Type Description Select the job type to use for your form. 3. Click Add. 4. Click Save Page. Form Option Defaults The Form in Job Management has different print option displays that can be selected depending on your requirements. You can always use the Reset to Factory Defaults button to reestablish the default settings. Note: Print styles are determined by the Eclipse application. When sending forms via , the subject line of s sent from within the system have a standard format. Subject lines include the form name, title or document number, and the purchase order or sales order number. If you append anything to the Subject line, the system includes that text and still adds the order number at the end of the line. You can edit the following fields to be added or hidden in the printed version of your Form: Field Branch Form Title Description (Required) Select the Branch that determines the form options. For each form the Form Title is editable. By default, the system uses the standard report titles from previous releases. For example, the Quotation form title defaults to Quotation. You can change this from Quote to ABC Electrical for clarification. 49

60 Defining Form Settings Field Quotation / Order Acknowledgement Components Request for Quote Submittal Description (All Required) Select Style for your quotation form options: Quotation Form Title / Order Acknowledgement Form Title - See Form Title description above. Only Show Items on HFR or Release - Select Yes to display only items that are on a hold-for-release (HFR) or Release PO. Show Project Manager - Select Yes to display the assigned project manager's name. Address - Indication which of the addresses should be displayed on your order acknowledgement or quotation: Selected Customer's Bill To, Job's Ship To, or Job's Alternate Address. If an alternate address is in the system, you are prompted to select which address to use. Print Style - You can select to print to Bid as Vendor Quoted or as Bid Entire Job as Lot. Hide extended pricing - Select Yes to hide the Extended pricing. Hide Description - Select Yes to hide the product description when sending the bid. The default is No. Hide Vendor - Select Yes to hide the Vendor name. Hide Totals - Select Yes to hide the quote or order total information. Display shipping instructions - Select the place you want the shipping instructions to be printed in the form such as Before line items, After line items or Before and after line items. Show Alternate - Select the amounts to print in your alternate such as Subtotals, Subtotals with Grand Total, Revised Totals, and Cumulative Revised Totals. Hide Zero Quantity - Select Yes to hide orders with zero quantities. (All Required) Select the Components to print on your form: Hide - Select Yes hide component details. Rollup - Select Yes to include the component's cost/sell price. If you select No, then cost/sell prices for the components are included in the parent's cost/sell price. Subtotal - Select Yes to print component subtotals. Hide Quantity - Select Yes to hide ordered quantities. (All Required) Select the Request for Quote details to print on your form: Only send items assigned to the vendor - Includes only those items assigned to the vendor on the RFQ. Exclude stock line items - Includes only stock line items on the RFQ. Display vendor instructions - Select where you want the vendor instructions to be printed in your form; Before line items, After line items or before and after line items. Show Bill-To Address - Displays the bill-to address on the RFQ. (All Required) Select the Submittal details to print on your form: Submittal Mode - Select how do you want to submit your printed form For Approval or For Record. Hide Components - Select Yes to hide component details. Hide Quantity - Select Yes to hide component quantities. Hide Vendor - Select Yes to print vendor names. 50

61 Job Management Release Field Reserve PO Hold For Release Release PO Reprint PO Customer Change Order Vendor Change Order Description (All Required) Select the Reserve PO details to print on your form: Show Lot Line -Select Yes to print lot lines. Show Line Items - Select Yes to print line items. Show Cost - Select Yes to print costs. Subtotal Components - Select Yes to print subtotal component items. (All Required) Select the Hold for Release details to print on your form: Show Lot Line -Select Yes to print lot lines. Show Line Items - Select Yes to print line items. Show Cost - Select Yes to print costs. Subtotal Components - Select Yes to print subtotal component items. (All Required) Select the Release PO details to print on your form: Show Lot Line -Select Yes to print lot lines. Show Line Items - Select Yes to print line items. Show Cost - Select Yes to print costs. Subtotal Components - Select Yes to print subtotal component items. Display vendor instructions - Select how do you want to display the vendor instructions such as before line items, after line items or before and after line items. (All Required) Select how do you want to Reprint PO on your form: Show Lot Line -Select Yes to print lot lines. Show Line Items - Select Yes to print line items. Show Cost - Select Yes to print costs. Subtotal Components - Select Yes to print subtotal component items. Display vendor instructions - Select how do you want to display the vendor instructions such as before line items, after line items or before and after line items. (All Required) Select the Customer Change Order details to print on your form: Show Lot Line -Select Yes to print lot lines. What Line should display - Select All items or Only changed items to print on your form. Display shipping instructions - Select how do you want to display the shipping instructions such as before line items, after line items or before and after line items. (All Required) Select the Vendor Change Order details to print on your form: Use -Select Original P/O to print the original P/O or New P/O to print the new P/O. Immediately release material - Select the instruction to print on the Material to be immediately released (Yes) or not (No). Reduce quantity from - Select how do you want reduce the quantity Released or HFR. Show Lot Line - Select Yes to print lot lines. What line items to display - Select if you want to print All the Items or Only changed items in your Form. Totals Display - Select how you want totals to display on your vendor forms: Previous, Changed, and New Values or Only Changed Values. Display vendor instructions - Select how do you want to display the vendor instructions such as before line items, after line items or before and after line items. Document generated for New P/O changes - Select if the document to print is a Change Order Release or a Release. 51

62 Defining Form Settings Field Return Material Description Display shipping instructions - Select how do you want to display the shipping instructions such as before line items, after line items or before and after line items. 52

63 Job Management Release Defining Host Settings in Job Management Job Management requires information such as default product templates and pricing branches. You can set this information in the Job Management Administrator Settings control maintenance record within Eclipse or directly in Job Management in the Host Settings tab of the Admin page. Set the host settings prior to using Job Management to create jobs. You must be assigned the JOB.MGMT.ADMIN authorization key to set the Job Management settings. Note: If changes are made to the pricing settings in the Job Management Administrator Settings control maintenance record, you need to log out of Job Management and back in for them to take effect. To view and edit host settings: 1. From any page in Job Management, click Admin in the footer to display the Job Management Administration page and select the Host Settings tab. The page displays the settings as they are defined in the Job Management Administrator Settings control maintenance record. 2. Review and edit the following fields, as necessary. Field Default Product Template Default Engineering Fee Product Default Print Status Customer Used for Pricing Branch Used for Pricing Write Off Account Description (Required) Select the product record to use as a template when working in Job Management. The application uses this record for pricing information in the bill of materials prior to awarding a job to a customer. After you award the job, the system uses the customer's pricing information for stock items. (Required) Select the non-stock product record to use on direct orders created with any engineering fees. The product is used on the orders for billing and general ledger posting purposes. Select the default print status to use for orders created for jobs. For example, select N for no printing or B for batch printing. Select the customer to use to determine pricing for stock items added to bills of material for a job you are bidding that has multiple customers. This customer is used to get the pricing as close as possible while bidding jobs. You can apply all the tools available in Eclipse for pricing to this customer, and Job Management respects all the settings, including rebates. If you are building a bill of material for a job that has only one customer, or once you have awarded a job, the system uses the pricing for that customer for stock items, instead of the default customer you set here. Select the branch to use for pricing for jobs in Job Management. Enter the general ledger account to use for returns if the vendor credit is less than expected, and you want to write off the difference rather than debit it back to the customer. 53

64 Defining Host Settings in Job Management Field Default AP Approval Flag Receiving URL Description Set this field to Yes to have all payables created for jobs in the Job Management set to Approved when they are saved to Eclipse. Setting this field to Yes gives your project managers the ability to approve payables that are in balance directly from the web application. If you prefer that your Payables Clerk review each payable for a job and approve them while your Job Management project manager enters the receiving information for the job, set this field to No. Enter a URL in this field if your accounts payable department is primarily responsible for completing the receiving for orders in Job Management. If you set a URL in this field, the system automatically directs your accounts payable personnel entering Job Management payables on the Eclipse system to the Job Management application to finish the payable process there. This can be set by the Job Management administrator and is the URL they use to get to Job Management. Enter: Leave this field blank if someone in your Job department or a single accounts payable person is responsible for finalizing receiving in Job Management. Note: Updated in Release to remove "payable.seam" from the URL. Allow Awarding Job when Customer on Credit Hold Default Print Style AP Difference Account Use Quoter as Writer Use for Inside Sales Select Yes to allow a job to be awarded to a customer who is currently on credit hold. Hold for Release purchase orders and Release purchase orders are not printed regardless of how this setting is set if the customer is on credit hold. However, you are able to award the job to the customer. Select the print style to use for invoices printed for orders created for a job. If you enter a print style here, it overrides the Orders print style for Job Management invoices. Select the account the system uses for disputed differences in payables when receiving less than what you have reconciled. Enter Yes to use the quoter of a job as the order writer for jobs that your company creates. Setting this field to No uses the Project manager as the writer for a job. The default setting is No. Select whom the system uses as the inside sales person on orders created in Job Management. The default setting, Use Customer, uses the inside sales person set in Customer Maintenance for the winning customer. 54

65 Job Management Release Field Override Customer Terms Description Enter a terms code if you want to override the default terms code for jobs and always use this terms code. Hierarchy: Job Management uses the following settings, in order, to determine the customer payment terms. If one is blank, the next option is checked. Specification Sheet Profile Default Stock Shipping Status Default G/L Sales Source Create & Receive DTS PO Ship Via 1. Job Management Admin Setting (Override Customer Terms field). 2. The Direct Terms Code field in Customer Maintenance > Credit Control Settings in Eclipse. 3. The Default Payment Terms control maintenance record in Eclipse. 4. The Terms Code field in Customer Maintenance > Credit Control Settings in Eclipse. Enter the location where the specification sheet or image for your stock products resides. You can attach the sheets or images to submittal documents for a job. Attach the image to the product record in Product Maintenance. Enter a default shipping status to use on each job. Select which General Ledger sales source to use as a default for receiving material. Select the profit center that sold the product for example, outside sales or inside sales. A sales source lets you track where sales originate. Consider your sales source setting carefully. Changing sales source information makes prior period adjustments inaccurate. To review or add sales sources for your G/L, see Defining Sales Sources in the General Ledger online help documentation. Select the default ship via to use for Direct Through Stock purchase orders when managing jobs with Direct Through Stock inventory. Note: This applies only when using the Create & Receive DTS PO option on the Manage POs page. Create & Receive DTS PO Location Select the default location to use when receiving Direct Through Stock material ordered for a job. Note: This applies only when using the Create & Receive DTS PO option on the Manage POs page. DTS Shipper Name Enter the name of the person or group shipping the material. This is a free-form field. 55

66 Defining Job and Project Types Defining Job and Project Types Your business may require categorizing jobs into types depending on the products you sell for specific jobs, for example, gear or lighting. Assign job types when you create the job on the Job Management Home page. We recommend that you start each job type with a different letter because when the application generates a job ID, it uses the first two letters of the job type as the first two characters in the job ID. For example, if you have a job type called Lighting, job number Li is a lighting job. In addition, for each job, you can assign a project type, such as Commercial or Retail to help classify your jobs when you report from Job Management. You must be assigned the JOB.MGMT.ADMIN authorization key to define job and project types. To define a job type: 1. From any page in Job Management, click Admin in the footer to display the Job Management Administration page, and select the Job Settings tab. 2. Navigate to the Job Types section of the page. 3. In the Create a New Job Type area, use the Enter a Type Name field to add a name that describes the products sold for this job, such as Lighting, and then click Add Job Type. The system uses the first two letters of the job type as the first two characters of the job number. Note: Job names must be 15 characters or less. 4. In the Job Types field, select the job type you just added. 5. In the Description field, enter a statement that describes the job type you have selected. When you select items in the Job Types field, the Description field displays the description for that job type. Edit the description, as needed. 6. Select an image to associate with the job type. For example, if you have a job type called "Lighting," select the light bulb icon. The icon you select displays with the line items in the bill of materials for a job assigned this type. 7. Click Save Page to save your changes. Repeat step 3 to step 6 to add additional job types. To delete a job type: 1. From any page in Job Management, click Admin in the menu bar to display the Job Management Administration page. 2. Navigate to the Job Types section of the page. 3. In the Job Types field, select the job type you want to delete and click Remove Type. Any jobs that exist that are assigned the deleted job type are unaffected if you remove the type. After you remove the type, you do not have the option to assign it to new jobs. 56

67 Job Management Release To define a project type: 1. From any page in Job Management, click Admin in the footer to display the Job Management Administration page, and select the Job Settings tab. 2. Navigate to the Job Project Types section of the page. 3. In the Create a Project Type area, use the Enter a Project Type field to add a type that describes a project, such as Commercial or Government and then click Add Project Type. 4. Click Save Page to save your changes. Repeat step 2 to step 4 to add additional project types. To delete a project type: 1. From any page in Job Management, click Admin in the footer to display the Job Management Administration page, and select the Job Settings tab. 2. Navigate to the Job Project Types section of the page. 3. Select the project type you want to remove, and click Remove Project Type. 4. Click Save Page to save your changes. See Also: Eclipse Job Management Setup Overview Completing Job Details 57

68 Defining Job Statuses Defining Job Statuses A job status identifies the phase a job is in, such as Bidding, In Process, or Complete, can help you determine what action needs to happen next for a job, and are useful in reporting. The job status displays on the Job Summary page and on the Home page for a job. Phases of a job are not automatically advanced. You are responsible for changing the status in the General Information section of the Job Summary page when the job moves to a new phase. You can define auto-assigned statuses when the job is created or awarded. You must be assigned the JOB.MGMT.ADMIN authorization key to define job statuses. To define a job status: 1. From any page in Job Management, click Admin in the footer to display the Job Management Administration page and select the Job Settings tab. 2. Navigate to the Job Statuses section of the page. 3. In the Create a New Job Status area, use the Enter a New Job Status to add the words or phrases that identify a status you want to track during the course of a job and click Add Job Status. The system adds the new status to the Job Statuses field. 4. In the Job Statuses field, select the status you just added. 5. In the Description field, enter a statement that defines the job status you have selected. 6. To have the system automatically move the job into the status when it is either created, awarded to a customer, or completed, select the job phase from the Auto assign this status when the job is drop-down list. Setting this field can save you maintenance time, and ensures that jobs are sitting in consistent statuses. Leave this field blank to use the job status as one that you manually set. Only one job status can be assigned to Created, and only one assigned to Awarded. 7. Click Save Page to save your settings. Repeat step 3 to step 7 to add additional job types. More Options When Defining Job Statuses To... delete a job status change a job status in any active job edit a job status description Do this... select the job status in the Job Statuses field and click Remove Status. Any jobs that exist that are assigned the deleted job status are unaffected if you remove the status. After you remove the status, you do not have the option to assign it to new jobs. from anywhere in an active job, click Job Summary in the menu bar, and then select a new job status from the Job Status field. select the status in the Job Status field to display its description and make updates to the description, as necessary. 58

69 Job Management Release Defining Line Item Statuses Define a list of statuses that you use to identify line items in a bill of materials or a submittal, such as Awaiting Cost, Hold, on Submittal, or Release. For each line item status, designate the status a product can be in for releasing for shipment from the vendor. Line item statuses are used in the bill of materials, submittals, when releasing items to customers, and when creating change orders. Note: Line item statuses are independent of job statuses, and are used for informational purposes as you work through the process of ordering items for a job. When you create purchase orders, the system uses the line item statuses assigned to items to indicate items as eligible for release to the customer. You must be assigned the JOB.MGMT.ADMIN authorization key to define line item statuses. To define a line item status: 1. From any page in Job Management, click Admin in the footer to display the Job Management Administration page and select the Job Settings tab. 2. Navigate to the Line Item Statuses section of the page. 3. In the Create a New Line Item Status area, use the Enter an Item Status Name field, to add words or phrases that identifies the statuses of line items you want to track during the course of a job and click Add Item Status. 4. In the list of line item statuses, select the status you just created and select one of the following action designations, if needed. You can also leave the Status Actions selection blank, indicating that there is not an action associated with the status. Item Can Be Released - Any quantities associated with this product can be shipped to the customer if the line item is in this status. Item Cannot Be Released - Provides a warning status on the Manage POs page that indicates that an item is still in a status tagged as eligible for release. The warning is only an informational indication, and does not prevent you from releasing the item. 5. Click Save Page to save your changes. Repeat step 3 to step 5 to add additional line item statuses. More Options When Defining Line Item Statuses To... delete a line item status Do this select the line item status in the Line Item Statuses field, and click Remove Item Status. If you delete a status currently in use by items in a bill of materials, those items display with no status. 59

70 Defining Job Win Confidence Values Defining Job Win Confidence Values As you create jobs in Job Management, you can track how confident you are in winning the job. Confidence levels are included for each job you are bidding in the Open Bid List Report. Before selecting a confidence level you need to define the list of available levels from which users can select. To define a win confidence level: 1. From any page in Job Management, click Admin in the footer to display the Job Management Administration page and select the Job Settings tab. 2. Navigate to the Job Win Confidence Values section of the page. 3. In the Create a Win Confidence Value area, use the Enter a Win Confidence Value field to enter the word or phrase that identifies how confident you are that you are going to win a job. For example, Low, Medium, or High, or a range of percentages. 4. Click Add Item Status. 5. Click Save Page to save your changes. 6. Repeat step 3 to step 5 to add additional confidence levels. More Options When Defining Job Win Confidence Values To... delete a confidence value Do this... select the value in the Job Win Confidence Values field, and click Remove Win Confidence. See Also: Completing Job Details 60

71 Job Management Release Defining Bill of Material Import Defaults As you create jobs in Job Management, you can import bills of materials from spreadsheets you have, as needed. When importing you can defined how you want Job Management to handle import details. To define BOM import defaults: 1. From any page in Job Management, click Admin in the footer to display the Job Management Administration page and select the Job Settings tab. 2. Navigate to the Bill of Materials Import Defaults area. 3. Indicate how you want the system to handle the Description 2 on a BOM import: Create Additional Description Line - This forces the second description to a line of its own on the BOM. Append to Description - This adds the description to the end of the current description being imported. 4. Click Save Page to save your changes. 61

72 Defining Shipment Summary Display Options Defining Shipment Summary Display Options You can define at a global level which items to display on the Shipment Summary page and the Shipping Status Report. Use the Job Setting page to select which items you want to display. Note: Define user-level options for this report through the Report Settings tab on the Admin page. To define the Shipment Summary display options: 1. From any page in Job Management, click Admin in the footer to display the Job Management Administration page and select the Job Settings tab. 2. Use the Shipment Summary area to indicate if you want the following options to display on the Shipment Summary page and on the Shipping Status Reports: Field Show HTC Show Country Of Origin Show Required Release Date Show Required on Site Date Show Sales Order Number Show Customer PO Description Click Yes to have the field and column display on the Shipment Summary tab and the Shipping Status Report. Note: HTC is the harmonizing tariff code. 3. Click Save Page. 62

73 Job Management Release Defining Shipping Methods and Freight Define the default ship via and freight for your shipping branches. Job Management retrieves ship via information from the Eclipse Ship Via Maintenance file. Ship via and freight terms display in the Default Settings area on the Job Summary page of the application. If you do not set default shipping and freight information, you need to enter the information manually for each job. You must be assigned the JOB.MGMT.ADMIN authorization key to define shipping methods and freight settings. To define the default shipping method and freight: 1. From any page in Job Management, click Admin in the footer to display the Job Management Administration page and select the Job Settings tab. 2. Navigate to the Default Settings section of the page. 3. Enter default settings for the following options: Field Ship Via (Vendors) Ship Via (Customers) Ship Via (Distributors) Default Vendor Freight Terms Freight In Exempt? Customer P/O # Price Branch Ship From Branch G/L Sales Source Shipping Instructions Description Enter the default ship via that most often applies to your vendors. You can override this ship via for a job in the Default Settings area on the Job Summary page. The system validates your entry against ship vias defined in Eclipse Ship Via Maintenance. Enter the customer ship via used for direct orders. The system validates your entry against ship vias defined in Eclipse Ship Via Maintenance. Enter the default ship via that most often applies to your shipping branches the distributor ship via used for stock order. You can override this ship via for a job in the Default Settings area on the Job Summary page. The system validates your entry against ship vias defined in Eclipse Ship Via Maintenance. Select from the list of vendor freight terms defined in the Eclipse Vendor Freight Terms Maintenance control maintenance record. Indicate if the customer is exempt from freight costs. Enter the purchase order from the customer, if the customer requires one. You can use the customer purchase order number to search for the order within the system. Important: In Eclipse, the system allows setting a specific format for P/O numbers through Customer Maintenance. In Job Management Release 9.0.4, the Job Management jobs and change orders now respect that setting and displays an alert if that format does not match. Indicate which branch for pricing and shipping costs you want to use. Select the G/L sales account you want to use when applying pricing and shipping costs. Any special instructions, such as an alternative address or Always deliver to Docking Bay Door #2. 63

74 Defining Shipping Methods and Freight 4. Click Save Page to save your changes. How the System Determines the Ship Via The system uses the following order when choosing ship vias for direct orders: Admin page Award Job page Manage P/O page when using Release All Change Order page when using Release Immediately The system uses the following order when choosing ship vias: Order Type Condition Ship Via selection hierarchy All non-direct orders Direct Orders If the Use ERP Ship via logic option is set to No This is the default. If the Use ERP Ship via logic option is set to Yes Ignores the Use ERP Ship via logic option. Admin page Award Job page Manage PO page when using Release All Change Order page when using Release Immediately Admin page Award Job page Manage PO page when Release All After the order is created regardless if it is a Reserved order, Hold-For-Release or a Released order, the user can only change its ship via through the Summary Info page. After applying ship via changes on Summary Info page, Job Management updates all open generations to use the new ship via. All new generations of and new orders also use the new ship via. Note: The new ship via does not change invoiced orders. When a user creates a partial release on the Manage P/O page or make a change to an existing generation on a change order, the ship via on the browser only impacts the Release or Vendor Change document, but not the order in Eclipse. See Also: Job Management Setup Overview 64

75 Job Management Release Setting the Final Billing Percent Threshold As you are receiving orders, you can set the system to prompt you when you are within a certain percentage of completing receiving for all the material from a vendor on the job. This can be helpful for billing for material that is lot priced on a job to avoid under billing. For example, you set the Final Billing Percent Threshold to 10 percent, and Vendor A has $1000 in material on a job. If you receive a bill that brings the vendor's invoice amount between $900 and $999.99, then the system prompts you that you are within 10 percent of completion of receiving for Vendor A. You might decide at this time to bill the remaining sell amount of the material. To set the final billing percent threshold: 1. From any page in Job Management, click Admin in the footer to display the Job Management Administration page and select the Job Settings tab. 2. Navigate to the Other Defaults section of the page. 3. In the Final Billing Percent Threshold field, enter a percentage of the billing amount at which you want to receive a warning message in receiving. 4. Click Save Page to save your changes. See Also: Receiving Orders Overview Receiving and Reconciling Orders 65

76 Defining Maximum Allowed Balances Defining Maximum Allowed Balances Use the Max Balance Percentage Allowed and Max Balance Dollars Allowed fields set for your maximum allowed amounts on the Job Management Admin page to enable the Balance option on the Vendor Summary table from the Financial Summary page. Using these parameters allows Job Management administrators to create a financial transaction that removes any remaining sell or cost amounts if a vendor for a job has no open generations, but has a balance remaining. This means, the system does not activate the Balance option if the remaining amount exceeds either the percentage or dollar amount entered here. For example, you set Max Balance Dollars Allowed to $ A vendor has a remaining amount of $9.00. The system allows the adjustment or "balance out" of the remaining $1.00. For more information, see Handling Remaining Balance Transactions in this documentation. To define maximum allowed balances: 1. From any page in Job Management, click Admin in the footer to display the Job Management Administration page and select the Job Settings tab. 2. Navigate to the Other Defaults area. 3. Use the following to define the maximum amounts for which you are willing to allow adjustments: Max Balance Percentage Allowed - Indicate the percentage based on the total cost/sell amount for that vendor you allow to be written off. Max Balance Dollars Allowed - Indicate the maximum dollar amount remaining on an order you allow to be written off. 4. Click Save Page to save your changes. 66

77 Job Management Release Setting up Attachment Settings Regular system settings make the system perform several network transfers when you send an attachment. Setting up the Attachment Settings helps you eliminate unneeded network transfers. Note: The attachment references refers to the Attachments tab on the Job Summary page, not to the PDF form such as bid or change order. To attach documents in Job Management you must specify an Image Profile in the Job Settings tab on the Admin screen. This profile designates the location to store an attachment. Profiles are defined in the Eclipse Systems Document Profile Maintenance screen (F2-F-I-P). A profile contains a list of Document Storage Locations, these locations are shared folders on network machines where the system stores the image attached to a job. For example, the JOBMGMT profile below is configured to store attachment images on both: a sharedimagefolder and the ImagingServer computer. Specifying an Image Profile When you an attachment, the system minimizes the number of network transfers by eliminating the copy to the Job Management server. We recommend setting up a Document Storage Location to achieve the fastest network performance that is local to the formscape server. To specify an image profile: 1. Open and login to Job Management. 2. Click the Admin tab at the bottom of the page. 3. Go to the Job Settings area. 4. Click Read from Archive (Recommended) to activate the image profile. 67

78 Storing Attachments Locally and on Servers Setting up Attachment Settings If for some reason the site wants to store attachments on a previous imaging server and also wants to store an image that is local to the Formscape server that site can create a Document Profile that contains two Storage IDs. To store attachments locally and on servers: 1. Make formscape the first storage ID in the list for the process to read from the local image store. 2. Set up the Document Profile screen on both the FormscapeServer and the ImagingServer. Note: Since the formscape server is the first location on the list the Eclipse Forms Process reads the image from that storage location. For example, the JOBMGMTNEW storage ID replaces the storage location on a remote machine. 68

79 Job Management Release Setting Up a New Method There are several things to consider when setting up this method. The Eclipse Forms Server requires read access to the image profile. If sites have an existing attachment storage location and they want to create a new storage location (one local to the Eclipse forms process) they need to use the Eclipse Document Copy/Move/Delete Utility to copy images from the old storage ID to the new storage ID. This utility will transfer attachments from the remote machine to the local machine. If the document profile contains multiple storage IDs the ID that is local to the Eclipse forms process needs to be the first in the list. Setting Up Permissions for the Attachment Methodology It is important that the user for the Eclipse Forms Server requires read access to the image profile. To determine if the customers of this user can log on their formscape server and find the Eclipse Forms Server in the Microsoft Services program. To set up permissions for the attachment methodology: 1. Right click on the service. 2. Select properties and go to the Log On tab. 3. The site has an account user in the This Account section of the screen. Note: This example shows a formscape user with a password set up on the northamerica domain. 69

80 Setting up Attachment Settings This methodology does not use the Unix Security settings in the Document Storage Location Maintenance to transfer images. Troubleshooting Attachment Errors The following are some common attachment errors: Action Problem Remedy Open up a job with an image attached to it. Navigate to the Attachments tab and try to view that image. a document to your account without attaching an image. a document to your account and attach an image. Cannot view that image. Do not receive the e- mail. The arrived without the expected attachment. Imaging is not set up correctly. Contact Eclipse support. Formscape is not set up correctly. Contact Eclipse support. Confirm that the Eclipse Forms Server service user has read access to the image profile. 70

81 Job Management Release Defining Competitors As you create jobs in Job Management, you can mark the jobs that you have lost without deleting them. When you mark a job as lost, you can also select the competitor to which you lost the job for reporting purposes. Before selecting a competitor, you need to define the list of available competitors from which users can select. To define a list of competitors: 1. From any page in Job Management, click Maintenance in the footer to display the Maintenance page. 2. Navigate to the Competitor Maintenance section of the page. 3. In the Add a New Competitor field, enter the name of a potential competitor you might be competing against when bidding a job and click Add Competitor. 4. Repeat steps 2 and 3 for competitors that you plan to use in Job Management. 5. Click Save to save your changes. To delete a competitor from the list, select the competitor you want to remove in the Competitors list and click Delete Competitor. Deleting a competitor here only removes it from the list. See Also: Marking Jobs as Lost 71

82 Using Role-Based Security in Job Management Using Role-Based Security in Job Management Control security for the jobs you are managing based on roles. Use the Security tab on the Admin page and provides the ability to turn on and off the administration of role-based security all together. By leaving it turned off, the system functions the way it always has. Turning it on, allows you to limit who has access to edit jobs. When turned on, only quoters assigned to that job have edit access to the job while it is in a bidder status and only project managers assigned to that job have edit access after the job is awarded. You can set up secondary quoters and secondary project managers for a job also which allows those users to have the same functionality as the primary quoter and project manager. When using this functionality quoters are responsible for awarding jobs. Adding Secondary Users From the My Profile page, if you want the same users to have access to your jobs, you can add them as secondary users. For example, instead of adding the same two people as secondary quoters or project managers to every job you create, you add them as a secondary user in your profile. When your user ID is added as a quoter or a project manager, the secondary users are automatically added to the respective list. To add a secondary user to your profile: 1. From any page click My Profile to display your profile selections. 2. In the Application Defaults area, click Secondary Users. 3. In the Search for New My Users field, enter the user name for the user you want to have the same permissions as you and select that user. 4. Click Add My Users. The user's name is added to your My Users list. Role-Based Restrictions After turning on the Security feature, the system restricts the bidding and awarded jobs. If a job is in a Bidding state, only bidders and secondary bidders can make changes. All others have view-only access. If a job is already awarded, then only the project manager or secondary project managers can make changes to that job. All others have view only access. The only exception to these rules is if a user has the SUPERUSER authorization. Single-User Access to Jobs In addition, you can limit the application to single user access. Use this option to limit access to a job so that only one person can edit the job at a time. This security lock applies to both the Job Summary page and the Bill of Materials page. When set to "ON" the first user to open the job can make changes and edit the order. Any user that access the job after that receives a warning message to indicate that another is making changes and they are in view-only mode. 72

83 Job Management Release The system removes the lock on a job when the initial user navigates away from the job. To clear a lock manually, the main user can re-login to Job Management or a user with Admin privileges can use Session Maintenance from the Admin page, to end the user's session. 73

84 Managing Release Tools Managing Release Tools Job Management provides options used to update the database for specific changes or when features are activated. Unassigned Job Update If you are upgrading to Job Management or later, use this section to assign a price and ship from branch to unawarded jobs that you created in the previous version of Job Management: Job Name Quoter Project Manager City Job ID Bid Due Price Branch Ship From Branch Field Description Enter the name of the job you want to display. Enter the quoter for the jobs you want to display. The project manager in charge of the job for the customer. The city in which the job tasks place. The number of the job as given by Eclipse. The date the bid is due. You can also use the Job Bid Board. The branch that receives credit for the orders on this job. The distributing branch that handles the shipping for the job. Avalara Sales Tax If you turn on Avalara Sales Tax in Eclipse, use this to remove all existing tax exempt ID codes from the Job Management database. This will not update existing orders. You will need to manually enter Avalara usage codes on existing jobs. For more information about how the Avalara for Eclipse companion product works, see Avalara for Eclipse online help information. 74

85 Job Management Release Defining Vendors and Their Representatives You can retrieve vendor or rep information entered on the Maintenance page from any vendor field in Job Management. You can also remove a vendor or a rep from a job if they are not needed, and you can add other vendors and reps to a job as needed. You must be assigned the JOB.MGMT.ADMIN authorization key to define default vendors and their representatives. After you create a job, only the default vendors and representatives that match the price branch for the job are copied over to that job. Note: You only need to set up vendor reps if you pay engineering fees to a representative. However, if you are requesting quotes during the job bidding process, adding vendor reps allows you to send a Request for Quote directly from Job Management to the representative. Defining Default Vendors and Default Reps Define a list of default vendors and associated representatives (reps) to select from on any job in Job Management. The vendors and reps you enter in Job Management must have vendor records defined in Vendor Maintenance. To define a default vendor available for selection on any job: 1. From any page in Job Management, click Maintenance in the footer to display the Maintenance page. 2. In the Add a New Vendor field, enter the name of a ship-from vendor that handles direct shipments. The list only includes vendors assigned to the price branch for the job. 3. Click Add Default Vendor. The vendor's short name displays in the Vendors field. Vendor short names are defined in Eclipse Vendor User-Defined Data. Note: Each vendor is validated through Eclipse Vendor Maintenance. 4. Repeat steps 2 and 3 for all vendors that you plan to use in Job Management. 5. Click Save to save your changes. To delete a default vendor, select the vendor you want to remove in the Vendors list and click Delete Vendor. Deleting a vendor here only removes it from the default vendor list. You can still add the vendor to an individual job if needed. To define a rep available for selection on any job: 1. From any page in Job Management, click Maintenance in the footer to display the Maintenance page. 2. In the Select a Rep field, select the rep you want to make available for selection on any job. If the rep is not available in the list, define the rep. You can only add a vendor as a rep that you have defined as a rep. 3. Click Add to Default Reps to make the representative available for selection on any job. 4. Click Save to save your changes. 75

86 Defining Vendors and Their Representatives To delete a default rep, select the rep in the Default Manufacturer's Representatives list and click Delete Default Rep. Associating Reps with Vendors Setting up vendor and rep relationships saves you from manually entering vendors when creating jobs and requesting quotes, and indicates to the system which vendors are actually a manufacturer's rep. You can then add the manufacturer rep to a job for any engineering fees they might want to collect. To define a default rep for association to a vendor: 1. From any page in Job Management, click Maintenance in the footer to display the Maintenance page. 2. In the Search for Rep field, enter the name of a representative associated with a Job Management vendor. The system validates your entry against the vendors defined in Vendor Maintenance in Eclipse. 3. Click Add to Default Reps to add the rep's name to the Associate Reps with Vendors field. 4. Repeat steps 2 and 3 for all reps that you want to associate with Job Management vendors. 5. To add a note regarding the representative, enter any notes in the Notes for field that displays when you select the vendor. The notes you enter here display in the Job Summary page when you click the reps and in the Receiving Material page to provide information to your accounting department about applicable engineering fees. For example, you might enter a note in this field that indicates not to pay the vendor or engineering fees until all of the product ordered from them ships. 6. Click Save to save your changes. To delete a rep, select the rep in the Associate Reps with Vendors field, and click Delete Rep. To associate a rep with a vendor: 1. From any page in Job Management, click Maintenance in the footer to display the Maintenance page. 2. Define vendors and reps to use in jobs in Job Management. 3. From the Associate Reps with Vendors field, select the rep you want to associate with a vendor. Note: When you select the rep, if this rep has vendor associations, the associated vendors display below, in the Associated Vendor Details table. 4. In the Search for the associated vendor field, enter the vendor's name to associate with this rep. The vendor must exist in the default vendor list. 5. Click Add Vendor to Rep to associate the representative with the vendor. The system adds the vendor to the bottom of the Associated Vendor Details table for the rep. 6. If you want to note anything about the vendor to rep relationship, enter any notes in the Notes For field. These notes display in the Job Summary page when you click the rep and in the Receiving page. 7. Click Save to save your changes. 76

87 Job Management Release To delete an associated vendor from a rep, click the garbage bin icon next to the vendor in the Associated Vendor Details page. See Also: Job Management Setup Overview 77

88 Setting Vendor-Specific Default Product Templates Setting Vendor-Specific Default Product Templates For each vendor you do business with, you can enter a product to act as a template when you are creating bills of material and non-stock products within Job Management. This product's price line and buy line information are used when adding products to a job that do not yet have pricing information defined. To set a vendor-specific default product template in Solar: 1. From the Maintenance menu, select Vendor to display the Vendor Maintenance window and display the vendor for which you want to set a default product template. 2. From the Additional menu, select Job Management to display the Job Management Product Template window. 3. In the Product field, enter any product in the system that you want to use as the vendor's default product template in Job Management when creating the bill of materials. The product you enter here overrides the Default Product Template defined in the Job Management Admin Settings control maintenance record for this vendor. If you leave this field blank, the system uses the default product defined in the control maintenance record. You can also set the default product directly in Job Management using the Host Settings. To set a vendor-specific default product template (Eterm): 1. From the Files menu, select Vendor to display the Vendor Maintenance screen and display the vendor for which you want to set a default product template. 2. Use the Add'l Data hot key and then the Job Management hot key to display the Job Management Product Template screen. 3. In the Description field, enter any product in the system that you want to use as the vendor's default product template in Job Management when creating the bill of materials. The product you enter here overrides the Default Product Template defined in the Job Management Admin Settings control maintenance record for this vendor. If you leave this field blank, the system uses the default product defined in the control maintenance record. You can also set the default product directly in Job Management using the Host Settings. 78

89 Job Management Release Defining Form, Image, Fax, and Settings Each job you bid and process can contain many printed documents through the bidding and purchasing processes. You can set up specific printers for Job Management and also set the directory where Job Management saves copies of all the forms it prints. Define a directory to save and archive forms, including an image profile. Define the and fax server. You must be assigned the JOB.MGMT.ADMIN authorization key to define forms settings and printer defaults. To set up information that displays in the footers of your forms, see Defining Notes for Form Footers. For more information about viewing documents that the system generates and archives, see Viewing Documents Generated for Jobs. To define a directory for archiving forms: 1. From any page in Job Management, click Admin in the footer to display the Job Management Administration page and select the Document Imaging tab. 2. In the Forms Generation area, enter the directory path for the following documents: Job Management XML Directory - Job Management writes an XML document to a shared folder when it wants Eclipse Forms to produce a PDF. This folder is typically a SAMBA share on the Job Management server. This path specifies where Job Management saves the XML documents. For example, /u2/eclipse/forms-out/jmforms. Job Management PDF Directory - After Eclipse Forms produces a PDF document, it saves it to a shared folder. Typically the folder is a shared directory on the Eclipse Forms server. This field contains the path that Job Management uses to read the PDF document. For example, /EclipseServer/JobMgmtForms. Web Service URL - The first part of Job Managements web address. Eclipse Forms XML Directory - The Eclipse Forms server uses this path to read the XML written to the Job Management XML Directory. For example, \\EclipseServer\JobMgmtForms\jmForms\. Eclipse Forms PDF Directory - After the system produces a PDF, it saves it to this shared directory. For example, C:\JobMgmtForms. Logo Path - The path to your company logo that displays in Job Management and on forms and documents created from Job Management. For example, C:\JobMgmtForms\logo.gif. Transfer Method - The Eclipse Forms software can reside on a different server than Job Management. This setting tells the application how to transfer forms information from the forms server to Job Management. Select the option that best fits your network setup. If the forms server is on your Intranet network, select Local and address the server through an http address. If you select FTP or SAMBA to connect to the forms server on a different network, enter your user name and passwords to connect to the network in the appropriate fields. 3. Click Save Page to save your changes. 79

90 Defining Form, Image, Fax, and Settings To define an image profile for attached documents: 1. From any page in Job Management, click Admin in the footer to display the Job Management Administration page and select the Job Settings tab. 2. Navigate to the Other Defaults section of the page. 3. In the Image Profile field, enter the profile to use to store images attached to jobs. 4. Click Save Page to save your changes. To define and fax server information: 1. From any page in Job Management, click Admin in the footer to display the Job Management Administration page and select the Document Imaging tab. 2. In the Server field, enter the name of the computer on your network used to send s. 3. In the Default From Address field, enter the address for the system to use when an of a reminder note is sent. If the field is blank, the system uses jobmgmt@donotreply.com. 4. In the Fax Server field, enter the name of the computer on your network used to send faxes. 5. If you defined a fax server in step 3, in the Fax Prefix field, enter the key combination required to send a fax. For example, to access an outside line, your company might require that you enter #8 prior to dialing the telephone number to which to send the fax. When sending forms via , the subject line of s sent from within the system have a standard format. Subject lines include the form name, title or document number, and the purchase order or sales order number. If you append anything to the Subject line, the system includes that text and still adds the order number at the end of the line. 80

91 Job Management Release Setting Logos for Forms, Reports, and Your Web Site Each job you bid and process can contain many printed documents through the bidding and purchasing processes, and you can create different reports that contain information about the jobs in your system. You can specify a logo that appears on all reports and forms that the system generates for jobs within Job Management. In addition, you can set different logos for forms generated for each price branch, as necessary. Logo files must be saved in a standard graphic file format, such as BMP, GIF, JPG, or.png. We recommend saving your logos on the computer or server where they will be used. The Web and Report logos should be stored on the Job Management Server and the Forms Logos should be stored on the FormScape machine. Using a Samba path is not recommended. Branch-Specific Logos If you set up branch-specific logos, the system does the following: Uses the price branch to determine which logo to use on generated forms. For reports, the system uses the user's price branch as defined in their user profile and the associated logo for that branch. For reports where you select a branch or multiple branches, the system uses the user's home branch defined in the user profile. When you run a report, select the Include Company Logo on Report check box in the report settings to include the logo. To set logos for all forms, reports, and your web site: 1. From any page in Job Management, click Admin in the footer to display the Job Management Administration page and select the Document Imaging tab. 2. In the Logos area, enter the directory path for each of the following: Note: Web and Report stored on the Job Management server to minimize network traffic. Form logos should be stored on the FormScape server. Web - Enter the directory path to the logo you want to display on your Job Management web site; such as a local Unix path /public/jmforms/logos. See below learn how to set the Logo Path. We recommend copying and storing the logo on the Job Management Server. Report - Enter the directory path to the logo you want to display on all reports generated in Job Management, such as the Open Bid List report. The Job Management server must have access to the location where the logo file is stored. We recommend copying and storing the logo on the Job Management server, such as a local Unix path /public/jmforms/logos. See below learn how to set the Logo Path. Form - Enter the directory path to the logo you want to display on all the documents, generated for a job, such as purchase orders and submittals. Use the UNC path to the server. See below learn how to set the Logo Path. The Eclipse Forms server must have access to the location where the logo file is stored. We recommend copying and storing the logo on the Eclipse Forms server. 81

92 Setting Logos for Forms, Reports, and Your Web Site 3. Click Save Page to save your changes. Important: You must use a UNC path to the server, otherwise the system does not recognize the logo for a specific branch and it uses the Default logos of your Admin settings. The system uses the logos you set for any report or form it generates from the point when you change the logo going forward. It does not regenerate forms created prior to changing the logo. 1. Create a Logo directory under the Job Management XML Directory. If your site was configured as: You need to create the following directory /opt/apps/msg-out/jmforms/xml/jmforms/logos 2. Place your logo(s) in that directory. 3. To create the logo path concatenate the "Eclipse Forms XML Directory" string with "Logo" and the file name of the logo. For example if the site in "Eclipse Forms Directory" was /opt/apps/mesout/jmforms/xml/jmforms/logos and the names of the logo were report.gif and web.gif the site must read: Example of setup: Note: The View link will not work for Type = Form, if the logo path is a local windows path on the FormScape server. To set a branch-specific logo: Important: If you set a branch-specific logo, the system uses that logo at that branch for the selected document type, instead of the logo specified for All branches. You must use a UNC path to the server, otherwise the system does not recognize the logo for a specific branch and it uses the Default logos of your Admin settings. 1. From any page in Job Management, click Admin in the footer to display the Job Management Administration page and select the Document Imaging tab. 2. In the Logos area, select and enter the following information and click Add Logo. Field Branch Type Description Select the branch at which the logo applies. For example, you might have branches in different geographic locations for which you use specific logos. Set a branch-specific logo for each of your branches as necessary. Select which document types use the logo: Report - Includes the logo on any report generated in Job Management, such as the open bid report. Form - Includes the logo on any document generated in Job Management, such as purchase orders and submittals. 82

93 Job Management Release Field Path Description Enter the path to the location where the logo file is stored. If you are setting a logo for reports, the Job Management server must have access to the location where the logo file is stored. If you are setting a logo path for forms, the Eclipse Forms server must have access to the location where the logo file is stored. We recommend copying and storing the logo onto the appropriate server. 3. Click Save Page to save your changes. The system uses the logos you set for any report or form it generates for jobs at that branch from the point when you change the logo going forward. It does not regenerate forms created prior to changing the logo. To delete a branch-specific logo: Important: If you delete a branch-specific logo, the system uses the logo defined for All branches for forms and reports at that branch. If there is not a logo defined for All branches, the system generates forms and reports without a logo. 1. From any page in Job Management, click Admin in the footer to display the Job Management Administration page and select the Document Imaging tab. 2. In the Logos area, select the check box next to the branch-specific logos you want to remove and click Delete Logo(s). 3. Click Save Page to save your changes. 83

94 Setting Printer locations Setting Printer locations The printers that you use for printing documents from Job Management must be accessible to the Eclipse Forms server. To ensure that your server can communicate with your printers, print a document to that printer prior to adding it as a printer in Job Management. To set a printer location for Job Management: 1. From any page in Job Management, click Admin in the menu bar to display the Job Management Administration page and select the Document Imaging tab. Job Management retrieves your Windows network printer information to populate the printer table with your defined printers. 2. Use the following instructions to change printer settings for Job Management: To... change the default printer Do this... Access the Windows Control Panel printer settings on your computer and change your default printer. The default printer you assigned in Windows and its network path displays as the Default Job Management printer. add a printer 1. Click Add Row above the printer table to add a row to the table. 2. In the Printer Name field, enter a name that identifies the printer you are adding, such as Warehouse or Counter. The name you enter here is what displays in the My Profile page when you select your default Job Management printer. 3. In the Printer Path field, enter the path to the printer on your network. The name you enter here must be the exact name of the printer as it is defined in the Windows Printers and Faxes settings. The printer either needs to be set up on the Eclipse Forms server with the name you enter here, or it has to be a path to a network shared printer. delete a printer 1. Select the check box next to the printer name that you want to delete. 2. Click Remove Checked Rows. 84

95 Job Management Release Setting Default Form Options To help ensure that the correct options are selected for the documents you send to customers and vendors, such as request for quotes, purchase orders, and change orders, you can set the default selections that apply to each form. When sending forms via , the subject line of s sent from within the system have a standard format. Subject lines include the form name, title or document number, and the purchase order or sales order number. If you append anything to the Subject line, the system includes that text and still adds the order number at the end of the line. To set default form options: 1. From any page in Job Management, click Admin in the footer to display the Job Management Administration page and select the Form Settings tab. 2. In the Form Notes area, complete the default note details. Column Description Remove Click the remove icon to delete the note completely. Note Enter the actual text of the standard note you want to send or attach, such as "Notify branch manager for all electrical bids." Note: If you are creating a footer note, it cannot be longer than three lines. Form Notes Area Branch Job Type Select the form on which you want the note to display, such as Quotation or Hold for Release. Enter the text to be part of the note within the form. Select where you want the note to display: Footer note, Before line items, After line items, Before and after line items. To limit the note to specific branches, select the branch you want to add the note to for any forms going to that branch. For example, if you have different logos or messages for separate branches you can apply them to the individual branch. Leave the selection blank, to send the note to all branches. Select the job type where the note displays. If this option is left blank it displays for all types of Jobs, unless there is a specific note for selected for this field. 3. In the Form Options Defaults section, select the default options for each form type. Branch (Required) Select the Branch that determines the form options. Quotation / Order Acknowledgment 85

96 Setting Default Form Options Option Quotation Form Title Order Acknowledgment Form Title Only Show Items on HFR or Release Show Project Manager Address Print Style Hide extended pricing Hide Description Hide Vendor Hide Totals Display shipping instructions Show Alternate Hide Zero Quantity Components Description By default this title reads "Quotation." You can change or replace this title for all quotes and order acknowledgements. By default this title reads "Order Acknowledgment Form Title." You can change or replace this title for all quotes and order acknowledgements. Indicate if you want to show line items on the Hold for Release or Release orders. Indicate if you want the project manager name to display on the order. Indicate which address you want to use on quotes and order acknowledgments: the selected Customer's Bill To, Job's Ship To, or Job's Alternate Address. Select whether to send the bid based on the pricing information on the bill of materials (BOM), or to send the bid with all line items lot priced, regardless if unit pricing is select in the BOM for any item. The default setting is Bid as Vendor Quoted. Select Yes to create bids without the extended pricing information. The default setting is No. Indicate if you want to hide the descriptions when bids are sent. Select Yes to create bids without the vendor information listed. The default setting is No. Indicate if you want to hide the totals when orders are sent. Select where on the bid you want the shipping instructions to display. The default setting is Before line items. Select the amounts to print in your alternate such as Subtotals, Subtotals with Grand Total, Revised Totals, and Cumulative Revised Totals. Select Yes to hide line items with zero quantities on the bid. Use the selections to indicate how you want to handle components on the orders: Hide, Rollup, Subtotal, and Hide Quantity. For more information about quotations, see Sending Requests For Quotes to Vendors. Components Option Hide Rollup Subtotal Hide Quantity Description Select Yes to create bids without components listed, with the price of the components rolled into the parent product's pricing. The default setting is No. Select Yes to create bids with the price of the component's rolled into the parent product's pricing. The default setting is Yes. If Hide Components and Rollup Components is set to No, select Yes to include a line on the quote that subtotals the cost of the components. Select Yes to create bids without quantities listed. The default setting is No. 86

97 Job Management Release Request for Quote Option Only send items assigned to the vendor Exclude stock line items Display vendor instructions Show Bill-To Address Description Select Yes to create quotes that include only line items on the BOM that have a vendor's name in the Vendor column. The default setting is No. Select Yes to create quotes that without items that you have indicated on the BOM that you carry in stock. The default setting is No. Select where on the request for quote you want the vendor instructions to display. The default setting is Before line items. Select Yes to display the bill-to address on the Request For Quote. For more information about quotes, see Sending Requests for Quotes to Vendors. Submittal Option Submittal Mode Hide Components Hide Quantity Hide Vendor Description Select whether to create submittals for customer approval or for their record. The default setting is For Approval. Select Yes to create submittals without components listed. The default setting is No. Select Yes to create submittals without quantity listed. The default setting is No. Select Yes to create submittals without vendors listed. The default setting is No. For more information about submittals, see Sending Submittals to Customers. Reserve PO Option Show Lot Line Show Line Items Show Cost Subtotal Components Description Select Yes to create a reserve purpose order with lot items listed separately. The default setting is No. Select No to create a reserve purchase order without listing the line items on the BOM for the vendor. The default setting is Yes. Select No to create a reserve purchase order without the cost information for the line items on the BOM for the vendor. The default setting is Yes. Select Yes to include a line on the reserve purchase order that subtotals the cost of the components included on the order. The default setting is No. For more information about reserve POs, see Reserving Purchase Order Numbers. Hold For Release Option Show Lot Line Show Cost Description Select Yes to create a hold for release purpose order with lot items listed separately. The default setting is No. Select No to create a hold for release without the cost information for the line items on the BOM for the vendor. The default setting is Yes. 87

98 Setting Default Form Options Option Subtotal Components Description Select Yes to include a line on the hold for release that subtotals the cost of the components included on the order. The default setting is No. For more information about HFRs, see Creating Hold For Release Purchase Orders. Release PO Option Show Lot Line Show Line Items Subtotal Components Display vendor instructions Show Bill-To Address Description Select Yes to create a release purpose order with lot items listed separately. The default setting is No. Select No to create a release PO without listing the line items on the BOM for the vendor. The default setting is Yes. Select Yes to include a line on the release purchase order that subtotals the cost of the components included on the order. The default setting is No. Select where on the release purchase order you want the vendor instructions to display. The default setting is Before line items. Select Yes to display the bill-to address on the Release Purchase Order. For more information about release POs, see Releasing Items From Vendors or From Stock. Reprint PO Option Reprint Quantity Hide Zero Quantity Description Indicate which quantities you want to include when reprinting purchase orders: Ordered or Open. Select Yes if you want to exclude line items with zero quantities when reprinting purchase orders. Customer Change Order Option Show Lot Line What line items should display? Display shipping instructions Description Select Yes to create a customer change order with lot items listed separately. The default setting is No. Select which line items you want to include on the customer change order. The default setting is All Items. Select where on the change order you want the shipping instructions to display. The default setting is Before line items. For more information about change orders, see Change Orders Overview. Vendor Change Order Option Use Description Select whether you want to create vendor change orders with the original purchase order number or a new number. The default setting is Original P/O. 88

99 Job Management Release Option Immediately release material Reduce quantity from Show Lot Line What line items should display Display vendor instructions Document generated for 'New P/O' Changes Show Bill-To Address Description Select Yes to create change orders that allow the vendor to release the material on the change order when they receive the change. The default setting is No. Select which document from which you want to reduce the quantity when creating a vendor change order: Released or HFR (hold for release). Select Yes to create a vendor change order with lot items listed separately. The default setting is No. Select which line items you want to include on the customer change order. The default setting is All Items. Select where on the change order you want the vendor instructions to display. The default setting is Before line items. Select whether to print a release purchase order or a change order release order when you create a new vendor change order. This setting only controls which form is created, not how the system creates the purchase order. If you select Release, we recommend that you select to display Only changed items on your Vendor Change Orders. Eclipse users should select Change Order Release. Select Yes to create a vendor change order with bill-to addresses displayed. For more information about change orders, see Change Orders Overview. Return Material Option Display shipping instructions Description Select where on the return document you want the shipping instructions to display. The default setting is Before and after line items. For more information about returns, see Returning Items. When you are generating each form throughout the completion of the job, you have the option to change the defaults per form. 4. Click Save Page to save your settings, or click Reset to Factory Defaults to restore the settings back to the original settings that came with Job Management. 89

100 Defining Notes for Form Footers Defining Notes for Form Footers Prior to printing documents for your jobs, set up any notes specific to each form type that you want to display in the footer. For example, you might have a standard message that you want to display on the bottom of all your purchase orders. We recommend that you test your forms prior to printing them for a job to determine how much text fits in the space provided. To define note settings for your forms: 1. From any page in Job Management, click Admin in the footer to display the Job Management Administration page and select the Form Settings tab. 2. In the Note field, enter the notes that you want to display on a form. Enter the line breaks as you want them to display in the notes box at the bottom of the form. As of Release 9.0.4, there is no character limit for a form note. 3. In the Form field, select the form on which you want the note to display. If you want the same notes to display on multiple forms, copy and paste the text into a new Note line and select the form in the Form field. 4. Click Save Page to save your notes and form assignments. More Options When Defining Notes for Form Footers You can also do the following when defining footer notes for your form: To... add a note line Do this... click the Add Form Note link at the top of the table. The system adds a line for additional notes at the bottom of the table. delete a note line click the remove line item next the item that you want to remove. See Also: Job Management Setup Overview 90

101 Job Management Release Defining How to Send Documents For each vendor or customer selected, select one of the following send options. Field Fax Description Select this option to send the document by fax and enter the fax number in the adjacent field. Use the Search icon next to the field to search for an fax number for the vendor in Eclipse. The search list includes addresses for the following: Ship-to information if the job is awarded Pay-to vendor contacts Ship-from vendors Ship-from vendor contacts Select this option to send the document to one or more address and enter the address in the adjacent field. You can enter multiple addresses, separated by commas. The system also sends the to any addresses in the CC or BCC field. Note: Your system severs handle any non-delivery messages. Job Management works in conjunction with those system tools. Use the Search icon Eclipse. next to the field to search for an address for the vendor in The search list includes addresses for the following: Ship-to information if the job is awarded Pay-to vendor contacts Ship-from vendors Ship-from vendor contacts Print Select this option to print the document to the printer selected in the drop-down list. Send the document by regular mail. If you select to send the document using fax or , the Send To information displays when you select the option. Enter the following information regarding the fax or Field From CC BCC Subject Description (Required) Enter your address or name. Carbon Copy. Enter an address of anyone who you want to receive a copy of this document. This recipient's name is visible to other recipients of the . In the Select documents to attach to field, select any documents that have been attached to the job that you want to send in the . Use the Shift or Control keys on your keyboard to select more than one document. Blind Carbon Copy. Enter an address of anyone who you want to receive a copy of this document, but you want to hide that person's information from the other addressees. Enter a word or phrase that identifies the contents of the message. For example, you can the job name and number. You may want to set a standard for the text you enter in this field, so your vendors or customers can always recognize the contents of the or fax. 91

102 Defining How to Send Documents Field Message Select Documents to Attach to Description Enter the text that you want to accompany the document either as the body of an or on the fax cover sheet. Select which of the attached documents you want to include in your submittal. For information about attaching documents, see Attaching Specification Sheets to Submittals. 92

103 Job Management Release Workflow Diagrams Following is a high level overview of the schema in Eclipse Job Management. This document does not contain low level UML diagrams or the complete data model which is maintained in our database modeling tools. Below is a brief overview of all the tables in Eclipse Job Management and comments detailing the purpose of that table. Table job_active_session job_activity job_actor job_address job_adjustment job_admin_default job_alternatives job_bom job_category job_change job_change_item job_change_order_log job_competitor job_component job_contact job_cost job_cust_change job_customer job_customer_job_contact job_document_defaults job_document_log job_document_props job_fee_change job_fees job_fixture job_form_notes job_gl_debit job_ledger Description Stores users logged into Job Management along with license keys. Activity log for jobs. Contains information on last update, create, and view on a job. Stores the extra actors participating in the job. Address information for customers and vendors. Stores any cost adjustments made on a job. Job Management administration settings. Contains information about imaging, forms, etc. Stores the reference to alternative BOMs. Bill of Materials for jobs. Job Category Types. i.e. Lighting, Gear, etc. Vendor change orders. Line items linked to a Change Order. Details what has changed in terms of cost, sell, qty, etc. Change order updates and adjustments. User defined competitor list. Component line items on a Bill of Materials. Customer contacts on a job. Line item cost information for unit and lot. Customer side of change order transaction. Customer/Contractor list linked to a job. Join table between customers and their contacts. Job Administration form settings. Job Document Log containing information of documents generated and where they are stored. Job Document properties. Change orders to engineering fees for vendor reps. Engineering fees. Parent line items on a Bill of Materials. Used defined form notes. Transaction History. 93

104 Defining How to Send Documents Table job_line_status job_logos job_lost_reason job_note_entry job_notes job_opened_job job_order job_overrides job_printers job_profile job_project job_project_type job_quote job_receive job_receive_item job_release job_release_item job_report_users job_reports job_return job_return_item job_shipment job_specific_notes job_status job_tasks job_totals job_transaction_log job_user_preferences job_vendor job_vendor_pricing job_win_confidence ProductHistoryView tasks_assignedusers Description User defined line item status. User defined logos. User defined job lost codes. Line item specific notes. Global notes. Defines if a job is opened by another user. Reserve and Hold for Release Purchase Orders. Job Administration Overrides. Printers on site to use with jobs. Stores all the users that are logged in and their profile credentials. Job Projects. Used defined project types Job quotes Receiving transactions per job. Line item receiving detail including cost, sell and qty. Releases/Shipment of material per job. Line item release detail. List of users to receive a report when scheduled. List of scheduled reports. Return material transactions. Line item return details. Line item shipment information. Estimated dates, shipping method, etc. Used defined job notes. Used defined job status codes. Used defined tasks for a job. Line item job totals. Contains information about receive, release and return totals. Transaction log detail history of release, return, receive, along with forms method. Stores preferences set by the user such as table configurations, etc. Vendors. Stores the vendor pricing comparison. User defined Win Confidence. User assigned to a task. 94

105 Job Management Release General ER Diagram This diagram outlines all the important tables within Job Management. These are the typical tables querying as part of external report or ETL tools. 95

106 Change Order Change Order This diagram outlines the important tables relating to the Change Order. These are the typical tables querying as part of external report or ETL tools. 96

107 Job Management Release Release This diagram outlines the important tables relating to jobs in a release status. These are the typical tables querying as part of external report or ETL tools. 97

108 Receive Material Receive Material This diagram outlines the important tables relating to receive material process. These are the typical tables querying as part of external report or ETL tools. 98

109 Job Management Release Bidding This diagram outlines the important tables relating to jobs in a bidding status. These are the typical tables querying as part of external report or ETL tools. 99

110 Return Return This diagram outlines the important tables relating to the return process. These are the typical tables querying as part of external report or ETL tools. 100

111 Job Management Release Awarded This diagram outlines the important tables relating to jobs in a management status after they have been awarded. These are the typical tables querying as part of external report or ETL tools. 101

112 Bidding Jobs Bidding Jobs Working a job in the Job Management application requires you to first create a job and enter details about that job. From there you can create a bill of materials specific to the job, send bids to your customers, compare pricing to ensure you are getting the best deal from your vendors. Within a job, you can track the status of completion and mark jobs as lost as necessary. This chapter contains the following information about putting bids together for a job: Creating jobs Completing job details Sending requests for quotes to vendors Comparing vendor pricing Sending bids to customers Deleting jobs Marking jobs as lost In addition, see the Creating the Bill of Materials and Awarding Jobs chapters which cover those aspects of creating jobs in the Job Management application. 102

113 Job Management Release Creating Jobs The application tracks your job activities so that you can easily determine how much remains to be done on the job. When you create a job, the job name you use displays in the Job Name ID field throughout Job Management. The Job Name plus a unique identifier display throughout Job Management for reference. You must be assigned the JOB.MGMT.CREATE.JOB authorization key to create jobs. To create a job: 1. From any page in Job Management, click Home in the menu bar to display the Job Management Home page. 2. In the Create Job section of the Job Management Home page, complete the following fields, as needed. Entering as much information about the job as you can helps you identify the job in the application. Field Job Name Description Enter a name or description for the job, such as the building name. Note: This field supports 255 characters and displays in the Job Name ID field throughout Job Management. We recommend keeping the description succinct. The Job Name plus a unique identifier display throughout Job Management for reference. Note: This Job Name ID also display in Sales Order Entry in Eclipse when an order has been created. This lets users click the link and open Job Management directly to the associated job. City State Job Type Price Branch City where the job is located. Entering a city is helpful if you have jobs with the same name but that are located in different cities or towns. State where the job is located. Entering a state is helpful if you have jobs with the same name but are located in different states. Select the type of product sold for the job, such as lighting. This list is populated from the job types you defined on the Administration page. (Required) Select the branch that receives credit for the orders on this job. You can only select from branches for which you are authorized. This field defaults to the setting in your profile. Note: Changes made later to the branch are pushed back to the order in Eclipse. 103

114 Creating Jobs Field Ship Branch Description (Required) Select the distributing branch that handles the shipping for the job. You can only select from branches for which you are authorized. You can ship stock from any branch using standard Eclipse inter-branch functionality, after the purchase orders for the job are created. This field defaults to the setting in your profile. Note: Changes made later to the branch are pushed back to the order in Eclipse. Bid Due Bid Time Follow up Date Customer (Required) Enter the date to present your bid to the customer in mm/dd/yyyy format. Enter the time of day to present the bid to the customer in hh:mm AM/PM format. For example, if the bid for a job is due by noon, enter 12:00 PM. The system also displays the current time zone. Enter the next date to review the job in mm/dd/yyyy format. See the My Upcoming Deadlines section on the Job Management Home Page to view significant dates and deadlines for your jobs. Monitoring this date helps you to avoid problems and prevent lost sales. Enter the bill-to customer ordering product for the job. Note: You can use the Eclipse ID with a period in front, such as.1234 to search for the entity by number. You can add multiple customers to the job during the initial creation. Enter the name of the customer in the Customer field and click Add. Note: The system compares your accessible branches and the customers accessible branches. If you and the customer have branches in common, then you can add the customer to the job. Define user accessible branches in User Maintenance in Eclipse and customer accessible branches in Customer Maintenance in Eclipse. Quoter When you create the bill of materials, if there is more than one customer on the job, the system uses the pricing from the default customer defined in the Job Management Administrator Settings control maintenance record. Enter the name of the person responsible for defining how much to charge the customer for the job. You can only select a user that is authorized for the current price branch for the job. Note: You can add multiple quoters later, if needed. Required fields display in Bold on the page. Note: If your Home page is set to Receiving, the Create Job section is not available to you. Update your user profile to use the Default Home page or the Create Job Home page. 3. Do one of the following: Click Create Job to display the Job Summary page where you can enter the details for the job such as project managers, approval requirements, bill of materials, and vendor pricing. The Job Summary header fields provide additional information to better identify the job. 104

115 Job Management Release Click Create Multiple Jobs to repeat creating jobs by entering only general information before entering details for each job. Creating multiple jobs at once is helpful when you first start migrating job information to Job Management, or if you have a backlog of job information to enter into the system, and is a way to create an initial record for each job without entering the details for each job. You can come back and fill in the details at a later time. 105

116 Completing Job Details Completing Job Details After you create a new job, enter the initial customer, and create the bill of materials (BOM) for the job, you can begin the bid process with customers and vendors. With Job Management you can track jobs from the initial bid request through the billing process for direct orders as well as stock orders. Job Management also tracks returns and credits as the job progresses. This page describes how to add the following information for a job: General, such as dates and job status. Customers bidding the job. Vendors providing material for the job. Representatives you are working with on the job. Quoters working on the job. Project Managers working on the job. Note: At any time, you can use the Notes link in the upper right corner of the job view to add job-level notes, as needed. You can copy these notes when copying the bill of materials, if needed. To view or update general, customer, vendor and representative information available for a job after awarding the job to a customer, click Job Summary from any page within a job, and click the Info/Settings tab. To enter general information for a job: 1. From any page in Job Management, click Home in the menu bar to display the Job Management Home page. 2. Create a job or view an existing job to display the Job Summary page. You can edit only jobs for which you have authorization or an associated role if you are using role-based security. 3. If you are creating a new job, click Save to ensure that your job data is saved. The fields that you completed when creating this job display in the General Information section. 4. Complete the additional fields or edit information in the General Information section, as needed. Field Rebid Date Description Enter the date the job is rebid. For example, if you have a large project, you might create a bid prior to the finish of the design. Because the status of the design is unknown, you bid the job as normal. At a later date, you might need to change the bid you submitted for the job when the final design is complete. 106

117 Job Management Release Field Follow-up Date Completion Date Batch ID Price Branch Ship From Branch Job Status Personnel Fields Description Enter the next date to review the job in mm/dd/yyyy format. View My Upcoming Deadlines on the Job Management Home page to view significant dates and deadlines in chronological order for your jobs. Monitoring this date helps you to avoid problems and prevent lost sales. Enter the date the customer expects to finish the job or project in mm/dd/yyyy format. Use this date as a selection criteria for reviewing or reporting on orders. You can update this date as needed. Free-form field. If you use Batch ID numbers, Job Management uses the text entered in this field and pushes that information to the sales order in Eclipse. The text displays in the Batch ID field on the Sales Order Entry Header. (Required) Select the branch that receives credit for the orders on this job. You can only select from branches for which you are authorized. If you award a job to a customer who has a pricing branch override defined in Customer Maintenance, the branches assigned to the job respect the override settings, and this field is view-only. (Required) Select the distributing branch that handles the shipping for the job. You can only select from branches for which you are authorized. You can ship stock from any branch using standard Eclipse inter-branch functionality, after the purchase orders for the job are created. If you award a job to a customer who has a shipping branch override defined in Customer Maintenance, the branches assigned to the job respect the override settings, and this field is view-only. Select a status from the drop-down list that identifies the stage of the job, such as Bidding. If the job currently does not have a status, leave this field blank, or use the No Bid and Lost Job check boxes to indicate that you did not bid for the job, or lost the job. This list is populated with the job statuses defined on the Administration page. Enter the quoter, project manager, architect, engineer, and any other people you want to include in the job summary information in the corresponding fields. You can only select users for these roles that are authorized for the current price branch for the job. Note: The project manager becomes the order writer when you manage purchase orders for the job. Win Confidence Job Type Select how confident you feel that you will win this job. This list is populated from the job win confidence values defined on the Administration page. The win confidence value you select is included in the Open Bid List Report. Select the type of product sold for the job, such as lighting. This list is populated from the job types defined on the Administration page. The job type you entered when you created the job displays in this field. 107

118 Completing Job Details Field Project Type Have Take Off Approval Required No Bid Description Select the type of project the job is fulfilling, such as a Government job or a Commercial job. This list is populated from the project types defined on the Administration page. Use project types to help further classify the jobs you bid on and award. Select Yes if you have received the contractor's quantities from their assessment of the project's design blueprint, otherwise, select No. The default is No. The blueprint take off is a list of products for a job that can include type, manufacturer, catalog number, quantity, voltage, ballast, and lamp information. At some stages of the job design phase, you might not have this detailed information for the items required for the job. Select Yes as a reminder that customer approval is required for the submittal package. When a job has been awarded to a customer, you send the customer a submittal package that contains the name of everyone involved in the job, an item schedule without pricing, and the manufacturers' tear sheets for each item on the schedule. Select this option if you never bid the job. 5. Click Save to save your changes to the general information for the job and continue to the Customer area to enter customer information for the job. To enter customers for a job: 1. From any page in Job Management, click Home in the menu bar to display the Job Management Home page. 2. Create a job or view an existing job to display the Job Summary page. You can edit only jobs for which you have authorization or an associated role. 3. Complete the fields in the Customer Information section as needed to identify the customers that are bidding on the job. Field Customers For This Job Description Displays the customers used to create the job. Do the following, as needed: To add a customer, search for a customer by entering the customer name or the Eclipse ID in the Search for New Customer field. Select the customer from the search results list and click Add Customer. The customer name displays in the Customers For This Job list. The system compares your accessible branches and the customers accessible branches. If you and the customer have branches in common, then you can add the customer to the job. Define user accessible branches in User Maintenance in Eclipse and customer accessible branches in Customer Maintenance in Eclipse. 108

119 Job Management Release Field Customer Information Description To add a customer, click the customer icon to display the Create New Contact window. Complete the fields and click Create. The information is sent back to Eclipse as a new customer. First Name / Last Name - The main contact's information. Title - The position the contact holds. - Primary address to use for the contact. Phone / Fax - Main contact information for the customer. Street - Physical mailing address or warehouse address the customer wants listed. City / State / Zip Code - Corresponding to the street address in the previous field. To delete a customer from the job, select the customer to delete, and then click Delete Selected Customer. The customers you select here are used for all orders created for the job. (View Only) The address and phone number for the ship-to customer selected in the Customers For This Job field. The system populates this information based on the information in Customer Maintenance for the customer. If you have not completed any receiving for the job and need to update the address to which you are shipping material, click Override Default Ship To Address in the Ship To field and enter the new address information. Note: The system supports up to six lines for addresses. Note: You must be authorized to override the ship-to address. Inside Salesperson Outside Salesperson Main Contact Information Preferred Contact Method (View Only) Name of the customer's inside ship-to customer salesperson from the Eclipse customer record. (View Only) Name of the customer's outside ship-to customer salesperson from the Eclipse customer record. Select the main contact person at the selected customer. The contact's information as defined in Eclipse displays. After you award the job, enter main contacts and alternate contacts in the Site Contact section of the Info/Settings tab of the Job Summary page. Note: This information displays on the Send Bids page. Enter the best way to contact the person, such as Main Phone Number or E- mail. Note: This information displays on the Send Bids page. 4. In the Main Contact Information area, select who from the customer site is the point of contact for the job you are entering and the preferred contact method. The customer you select here, displays on the Bill of Materials. Note: Use the Refresh Contact Info button to update the Main Contact Information area with any updates made from the Eclipse application. Job Management does not automatically sync this data. 109

120 Completing Job Details 5. Click Save to save your changes to the customer information for the job and do one of the following: Continue to the Vendor section to enter vendor information for the job. Send bids to the customers selected in the Customers For This Job field. You need to define the Billl of Materials prior to sending bids to customers. Indicate to which customer the general contractor awarded this job. After the job is awarded, the Job Summary page displays relevant information and options pertaining to the selected customer. To enter vendor information for a job: 1. From any page in Job Management, click Home in the menu bar to display the Job Management Home page. 2. Create a job or view an existing job to display the Job Summary page. You can edit only jobs for which you have authorization or an associated role. 3. Complete the fields in the Vendors section as needed to identify the vendors you are using on the job. Field Vendors For This Job Search for Vendor Vendor Information Quote Number Payment Terms Vendor Short Name Description Displays the vendors available for the job. The initial vendor list is generated by the default vendors set to display for all jobs on the Job Management Maintenance page. Do the following, as needed: To add a vendor, enter the name or the Eclipse ID of the vendor in the Add a Vendor field, and click Add Vendor. The vendor name displays in the Vendors For This Job list. Vendors must have an Eclipse vendor record to enter them in this field. To delete a vendor from the job, select the vendor to delete and click Delete Vendor. Enter a vendor name or ID. You can use the Eclipse ID with a period in front, such as.1234 to search for the entity by number. (View Only) The address and phone number for the vendor selected in the Vendors For This Job field. The system populates this information based on the information in Vendor Maintenance for the vendor. The vendor's quote number that comes back on any paperwork from the vendor. This number is included in the Vendor Instructions section of the Reserve, Hold for Release, and Release purchase orders you create and send to the vendor. The terms code for the vendor. For example, NET+30. A payment term determines when payment for an over is due to a vendor. For example, you might have terms defined with a vendor that allows you to pay invoices up to 30 days after they are received. Similar to the short description for a branch in Eclipse, enter a shortened name for the vendor. The vendor short name you enter here displays on the bill of materials when you select vendors, in change orders, and in receiving. 110

121 Job Management Release Note: If the vendor you select has a website address in Vendor Maintenance, the system uses that information in the Vendor Website link below the Vendor Short Name field. Click the link to launch the vendor page in a new window. 4. Click Save to save your changes to the vendor information for the job. To add a representative to a job: 1. From any page in Job Management, click Home in the menu bar to display the Job Management Home page. 2. Create a job or view an existing job to display the Job Summary page. You can edit only jobs for which you have authorization or an associated role. 3. Complete the fields in the Job Reps section as needed to identify the manufacturer reps you are using on the job. Field Reps For This Job Search for New Rep Rep Information Description Displays the representatives for the job. The initial rep list is generated by the default reps set to display for all jobs on the Job Management Maintenance page. Do the following, as needed: To add a rep, enter the name of the rep in the Add a Rep field, and click Add Rep. The rep name displays in the Reps For This Job list. Representatives must be assigned to the vendor on the Job Management Maintenance page before you can add them here. To delete a rep from the job, select the rep to delete, and click Delete Rep. Enter a representative name or ID. You can use the Eclipse ID with a period in front, such as.1234 to search for the entity by number. (View Only) The address and phone number for the rep selected in the Reps For This Job field. 3. Click Save to save your changes to the representatives information. To add multiple quoters to a job: 1. From any page in Job Management, click Home in the menu bar to display the Job Management Home page. 2. Create a job or view an existing job to display the Job Summary page. You can edit only jobs for which you have authorization or an associated role if you use rolebased security. 3. At the bottom of the job details area, click Edit Secondary Quoters. 4. In the Search for New Quoter field, enter a user ID and press Enter. The system displays all possible matches. Select the user you want to add. 5. Click Add Quoter to move the selection to the quoters list. 6. Repeat the search to add additional quoters. Note: To delete a quoter, highlight the name and click Delete Selected Quoter. You can replace a quoter, if you have administrative permissions. 111

122 Completing Job Details To add multiple project managers to a job: 1. From any page in Job Management, click Home in the menu bar to display the Job Management Home page. 2. Create a job or view an existing job to display the Job Summary page. You can edit only jobs for which you have authorization or an associated role. 3. At the bottom of the job details area, click Edit Secondary Project Managers. 4. In the Search for Project Managers field, enter a user ID and press Enter. The system displays all possible matches. Select the user you want to add. Note: To delete a project manager, highlight the name and click Delete Selected Project Manager. You can replace a project manager, if you have administrative permissions. To select a new main contact or an alternate contact to a job: 1. From any page in Job Management, click Home in the menu bar to display the Job Management Home page. 2. Create a job or view an existing job to display the Job Summary page. Note: You must already have awarded to job to view the Job Summary page. You can edit only jobs for which you have authorization or an associated role. 3. Click the Info/Settings tab. 4. In the Site Contact area, use the Main Contact and Alternate Contact fields to select the appropriate contact personnel for the job. 5. Click Save. See Also: Creating the Bill of Materials Viewing Job Deadlines Viewing Job Details 112

123 Job Management Release Sending Requests for Quotes to Vendors Send requests for quotes (RFQ) and bids from the application to ensure that you waste no time defining prices for a job. The application lets you generate RFQs and bids by , fax, or printed document. First, create the job and enter the customers and vendors for the job. Next, enter the information for the job on the bill of materials (BOM). Generate an RFQ to send to vendors on this job, and when they send their pricing information back to you, enter that information on the Vendor Pricing page, where you can compare pricing information and decide which vendors to use for the job. You can import the vendor pricing information from the comparison page directly to the BOM. To send an RFQ to a vendor: 1. Create the BOM for the job. 2. From the Job Summary page, click Send RFQs in the Cost Quotes section to display the Request Vendor Pricing page. 3. In the Bill Of Materials field, select the bill of material you want to include in the request for quote. The system lists the BOMs alphabetically. 4. Select one or both of the following check boxes to select the items you want to include in the request for quote: Only send items that have the specific vendor assigned to item - Includes only line items on the BOM that have a vendor's name in the Vendor column. Exclude stock line items - Creates the request for quote without items that you have indicated on the BOM that you carry in stock. 5. In the Branch field, select the pricing branch associated with the job. 6. In the Printer field, select the printer location to use for printing the vendor cost documents. Printers are defined in the Forms Generation area of the Administration page. 7. Complete the or fax header sender fields as follows: From - Enter your address, your fax number, or your name. This field populates with your address from User Maintenance, if one is defined. CC - Enter another recipient's name to have a copy of the message sent to that recipient. The CC recipient's name displays in the To field on the sent message. Subject - Enter the subject of the or fax. For reference purposes, you may want to include information that helps you retrieve the message later, if necessary, such as RFQ- 2/10/2008-8AM. 8. In the Message field, enter the body of the or the fax cover sheet to include with the quote. 9. If there are any special instructions you want to print to the vendor on the Request for Quote form, enter those notes in the Vendor Instructions field. You can also click the search icon to select from a list of vendor instructions defined in Eclipse. Vendor notes display in the body of the form prior to the items from the bill or material. 10. In the Send To area, select the vendors from which you are requesting quotes. 113

124 Sending Requests for Quotes to Vendors 11. In the Via area for each vendor selected, select the method or methods of sending the information you entered in the BOM: - s the document to the vendor in this row. Enter the vendor's in the field. The system validates addresses are validated against the information in the Eclipse vendor record for the vendor. For each vendor, you can use the Enter Message to Send in Body of dialogue to send an individual message to the vendor when you click Send RFQ. Fax - Faxes the document to the vendor in this row. Enter the vendor's fax number. The system validates the fax numbers against the information in the Eclipse vendor record for the vendor. Print - Prints the document at the default printer entered on the Administration page so you can mail the documents to the vendors, as needed. Click the Preview link to view how the request for quote looks prior to sending it. 12. Click Send to Checked Vendors to send the RFQ using the method selected for each vendor. When you receive the vendor quotes, enter the quoted information in the cost comparison table in the Vendor Pricing page. Note: Click Job Summary and then the Job Documents tab to view the RFQs and other documents generated for the job. See Also: Comparing Vendor Pricing Viewing Documents Generated for Jobs 114

125 Job Management Release Comparing Vendor Pricing When you receive quotes from vendors, you can use the Vendor Pricing page to enter and compare the quoted information. Use the optional Vendor Pricing page as a worksheet to compare prices before selecting a final vendor for the item. You can also add more item types, as needed, that will be added to the bill of materials (BOM). Completing this worksheet is not required to create a BOM. However, you can import pricing and vendor information into the BOM directly from the worksheet. Note: Adding a line item in the vendor pricing page also adds it to the BOM when you click Save. Comparing Vendor Prices Side by Side Use the side-by-side comparison to help determine which vendor to select for items on the BOM. Note: To update the cost for stock products when doing a side-by-side comparison, you must be assigned the JOB.MGMT.EDIT.STK.COST authorization key. To compare vendor pricing: 1. Create the Bill of Materials and send requests for quotes to vendors associated with the job. 2. After you receive vendor quotes, click Vendor Pricing from any page in the job to display the Vendor Pricing page. 3. In the Select Vendors area, do one of the following: In the Available Vendors list, click and drag the vendor that you want to display in the vendor comparison table to the Selected Vendors list. Repeat this step for each vendor you want to compare. The system adds fields to the comparison table at the bottom of the page for each vendor that you add. The system displays only those vendors that are authorized for the current price branch for the job. Click Show All to add all vendors into the vendor comparison table. To remove a vendor from the comparison table, click and drag the vendor from the Selected Vendors list to the Available Vendors list. Click Reset in the Selected Vendors list to remove all vendors without currently saved information. 4. For each vendor and item on the BOM, do the following: Specify whether the item is lot or unit priced, if it is different than how you entered it on the BOM. Enter the vendor prices received from your requests for quotes. The system calculates the extended cost for the items and the total cost for the items from the vendor. Click the recalculate icon at the bottom of each vendor's information to update the Vendor Total Cost field as you make updates. 5. Click Save to save your changes. Applying Vendor Pricing to the BOM After you have pricing set in the worksheet, you can transfer the selected vendors and pricing information to the BOM for the job. 115

126 Comparing Vendor Pricing To apply vendor pricing to the BOM: 1. When you determine which vendors to use for each item, in the Final Vendor field for each item, select the vendor that will supply that item. The Final Vendor field contains only the vendors you used to compare vendor pricing, and only vendors for which you have not created a purchase order. Only items with a vendor selected in this field are updated in the BOM. If the Final Vendor field is blank for an item, the system does not update that item in the BOM. Important: The vendor in the Final Vendor field overrides any vendor settings in the BOM. 2. Click Save to save your changes. 3. Click Bill of Materials to display the Bill of Materials page. The selected vendors from the Vendor Pricing page display in the Vendor field for the items you selected final vendors for on the Vendor Pricing page. 4. Select More Actions > Apply Vendor Cost in the BOM header to populate the Vendor and the Cost field with the final vendors and vendor prices you entered on the Vendor Pricing page. Note: You can edit a vendor's items on a BOM until you create a Hold for Release purchase order or a Release purchase order for that vendor. After you create a purchase order for the vendor, use change orders to make any changes to that vendor's items on the BOM. 5. Click Save to save the vendor costs in the BOM. More Options for Comparing Vendor Pricing To... recalculate total cost for a vendor on the Vendor Pricing page add a row to the bottom of the vendor comparison table export the vendor pricing information to a spreadsheet display subtotals for vendor pricing Do this... click the refresh icon the table. next to the Vendor Cost Total field at the bottom of click Add Row. Complete the fields in the table, and save your changes. The new row displays on the BOM. click Export to Excel, save the file in.xhtml format, and open it in Microsoft Excel. click the subtotal calculator icon at the bottom of the Cost column to display the Vendor/Type information. Note: Depending on how you have the display locked, the information can display outside the normal viewing area and you may have to scroll to see the subtotals. 116

127 Job Management Release Reviewing Bid Dates Use the Bid Board to see at a glance, what bids you have coming due. The system displays the bids by day and the time and job that needs to be handled. To display the Bid Board: 1. From the main Job Management page, click Bid Board. 2. Use the Bid Board header to define which jobs you want displayed: The Bid Board displays in calendar format with the jobs due: 3. Click on the bid you want to submit to display the bid's job summary. 4. Send the bid. 117

128 Sending Bids to Customers Sending Bids to Customers Job Management provides a method to send bids directly to customers to ensure that you waste no time defining prices for a job. The application lets you generate and send bids using , fax, or by mailing printed documents. You must be assigned the JOB.MGMT.BID authorization key to send bids to customers. A bid request from a contractor typically contains a schedule, counts, and the project specifications. Each customer bidding on a job might send their own set of counts for a job. The bidders review each set of counts to determine a logical count and schedule to send to the vendors. First, create a job and enter the information from the schedule and counts on the Bill of Materials (BOM). Use the information received from the contractor and vendors to start negotiating prices between your customers and vendors to arrange the best possible bid for your customer. Note: To define footer notes that display on all your bids, see Defining Notes for Form Footers. Sending a bid to a customer requires that you define the following information: Bid format and bill of material. Delivery information. To set a bid's format and bill of material: 1. Create the BOM for the job and enter the vendor pricing received from your RFQ documents. 2. Click Job Summary in the menu bar from any page on the job to display the general information for the job. 3. In the Customers area, click Send Bids to display the Send Bids/Order Acknowledgements page. 4. If you have more than one BOM for the job, in the Bill of Materials field, select the BOM on which you want to base the bid. The system sorts BOMs alphabetically. If you have the Use as Default Schedule check box selected in the View area, the system displays that schedule first. For more information about creating multiple BOMs for a job, see Creating Multiple Bills of Materials for a Single Job. The following fields are set by default: Document Type - Bid Only Show Items on HFR or Release - Yes Only Show Items for Vendor - P/O Number - Deactivated 5. In the Print Style field, select one of the following to determine how to bid the job: Bid as Vendor Quoted - Sends the bid based on the pricing information on the BOM. Bid Entire Job as Lot - Sends the bid with all line items lot priced, regardless if unit pricing was selected on the BOM for any item. The sum total of all items display at the bottom of the BOM table. The bid document does not contain a lot number. 118

129 Job Management Release Indicate how you want the pricing and vendor to display on the bid. To... create the bid without the extended pricing information create the bid without the vendor listed display lot cost/sell price only once in a list, meaning that the cost for a lot displays on the first line item and subsequent lines are blank until a new lot item for another lot displays. affix the vendor subtotal information to a specific location on the screen Do this... select Yes in the Hide Extended Pricing field. This field defaults to No, so the extended pricing information is included on the bid. select Yes in the Hide Vendor field. This field defaults to No, so the vendor information is included on the bid. select the Display lot cost/sell once check box. use the Dock Subtotal field to select your location. The default is Right. 7. Indicate how you want components to display on the bid. To... create the bid without the components listed, with the price of the components rolled into the parent product's pricing create the bid with the components listed under their parent items with their component pricing. The parent item is listed with only its pricing. create the bid with the components listed under their parent items without the component pricing added to the parent items pricing. If you select to roll up component pricing on the bid, any components that are part of a lot price are all rolled into the lot price printed on the bid. create the bid and include a subtotal of components per item hide component quantities Do this... select Yes in the Hide Components field. This is the default. select No in both the Hide Components and Rollup Components fields. select No in the Hide Components field and Yes in the Rollup Components field. If you have items on the BOM that have a zero quantity, and the Rollup Components option is set to Yes, the unit price on the bid is calculated and displayed as if the quantity were one rather than zero. The unit price is not extended. Use this to show your customers alternate fixture and component pricing on a bid. select Yes in the Subtotal Components field. Select the not print component quantity on Bid. Note: If you access the invoice from Web Order Entry, Job Management lot items will display. 8. Set the delivery information using the procedure below. To set a bid's delivery information in the Delivery Setup area: 1. Set the bid's format. 2. In the Branch field, select the pricing branch for this job. 119

130 Sending Bids to Customers 3. In the Printer field, select the printer where bid documents are printed, if you plan to print a copy of the bid documents. Define printer selections in the Forms Generation area of the Administration page. 4. Define the send options, subject, messages, and shipping instructions for the BOM. From - (Required for bids that you ) Enter your address or name. CC - (Optional for bids that you ) Enter an address of anyone who you want to receive a copy of this document. This recipient's name is visible to other recipients of the . This recipient receives a copy of all the bids you send in this transaction. For example, your branch manager wants a copy of all bids for his branch. BCC - (Optional for bids that you ) Enter an address of anyone who you want to receive a copy of this document. This recipient's name is not visible to other recipients of the . This recipient receives a copy of all the bids you send in this transaction. Subject - (Optional for bids that you or fax) Enter a word or phrase that identifies the contents of the message. For example, you can include the word Bid, and the job name and number. You may want to set a standard for the text you enter in this field, so your customers can always recognize the contents of the or fax. This subject line displays for all s being sent in this transaction, so make sure the subject line is not too specific if you are sending to more than one customer. Message - Enter the text that you want to accompany the bid document either as the body of an or on the fax cover sheet. You can add individual messages for each recipient in the Via column when you select e- mail as the delivery method. Shipping Instructions - Enter the text that you want to include in the body of the bid, prior to the line items on the BOM. To enter shipping instructions that you have defined in Eclipse, click the search icon next to the field and select the instructions you want to include. To save the instructions that you enter for this job, click Save as Default Shipping Instructions. 5. In the Send To column, select the check boxes next to the customers that you want to receive the bid document. 6. In the Quoter column, select which quoter you want to represent or attach to the bid. To add additional quoters, see Completing Job Details. The Preferred Contact Method and Main Contact columns display as view-only based on the Job Summary page information. 7. In the Bill of Material column, select which format of the BOM to send to the selected customer. For more information about creating multiple BOMs for a job, see Creating Multiple Bills of Materials for a Single Job. 8. Use the Via column and complete the fields as necessary for the bid and how you plan to send it to your customers customizing the send options and messages for each one. Fax - Select this option to send the bid by fax and enter the customer's fax number in the adjacent field. Click the search icon next to the field to select from the customer's fax numbers as defined in the customer record in Eclipse. 120

131 Job Management Release If you have not awarded the job, the list includes fax numbers for the following: The customer's bill-to record. the customer's bill-to contacts. If you have awarded the job, the list includes fax numbers for the following: Ship-to customer record. Ship-to customer contacts. Awarded bill-to customer record. Awarded bill-to customer contacts. - Select this option to send the bid to one or more address and enter the customer's address in the adjacent field. You can enter multiple addresses, separated by commas. The system also sends the to any addresses in the CC and BCC fields. Click the search icon next to the field to select from the customer's addresses as defined in the customer record in Eclipse. If you have not awarded the job, the list includes addresses for the following: The customer's bill-to record. The customer's bill-to contacts. If you have awarded the job, the list includes addresses for the following: Ship-to customer record. Ship-to customer contacts. Awarded bill-to customer record. Awarded bill-to customer contacts. Print - Select this option to print the bid document to the printer selected in step 3. Send the document to the customer by regular mail. Click the Preview link to view what the bid looks like prior to sending or printing it. Copy Outside Salesperson / Copy Inside Salesperson - Sends a copy of the bid to the sales person identified in the job's detail information. Select Documents to attach to - To attach additional documents to the , select the documents from the Select documents to attach to field. You can only attach documents that are attached to or have been generated for the job. Enter Message to Send in Body of - To include text or a short message in the body of the you are sending enter that information in the Enter Message to Send in Body of field. This message is sent only to these recipients. 9. Click Preview to view the message before you send it. 10. Click Send to Checked Customers to send the bid using the method selected for each customer. Note: Click the Job Documents tab to view documents associated with this job. 121

132 Deleting Jobs Deleting Jobs You can delete unawarded jobs from Job Management. For example, you may have entered jobs that you either did not win or did not pursue that you want to remove from the views within the application. To delete a job: 1. On the Job Management Home page, search for the job you want to delete. 2. On the Job Summary page, click Delete. 3. Enter a description for why you are deleting the job in the dialog box that displays and click OK. 122

133 Job Management Release Marking Jobs as Lost As you create jobs in Job Management, you can mark the jobs that you have lost without deleting them. Marking a job as lost flags the job for reporting purposes. Use the Job Won/Lost Report to evaluate your win to loss ratio, as well as to determine the value and cost of the jobs that you might have lost. You can also delete jobs from the system, however, deleted jobs are not included in reporting metrics. To mark a job as lost: 1. From any page in Job Management, click Home in the menu bar to display the Job Management Home page. 2. View an existing job to display the Job Summary page. You can edit only jobs for which you have authorization or an associated role. 3. Select the Lost Job check box and enter the reason that the job was lost, such as Canceled. Enter reason information for your records and for future reference when reviewing the job or reporting on lost jobs. 4. If you lost the job to a competitor, or want to indicate who your competitor was when bidding the job, select an entity in the Competitor field. The competitors available in this list are entered on the Maintenance page. See Also: Deleting Jobs Job Management Reports Overview 123

134 Creating Job-Level Notes Creating Job-Level Notes As you are working with a job in Job Management, you can create job-level notes that any user can view from any main page of the job. For example, you might create notes regarding phone calls to customers or vendors. Notes are added to a table and viewed much like a log. You can view your notes and notes that other users have made, however, you cannot edit or delete previous notes. The system displays a green flag have been added. next to the Notes link when there are any notes for the job that To create a job-level note without a follow-up task: 1. From any major page for a job in Job Management, such as the Job Summary page or the Receive Material page, click the add note icon next to the word Notes at the top of the page. 2. Enter the notes you want to add to the job and click Add. To create a job-level note that displays all the time on the job: 1. From any major page for a job in Job Management, such as the Job Summary page or the Receive Material page, click the add note icon next to the word Notes at the top of the page. 2. Enter the notes you want to add to the job and select Display when job is open. 3. Click Add. To create a job-level note with a follow-up task: 1. From any major page for a job in Job Management, such as the Job Summary page or the Receive Material page, click the add note icon next to the word Notes at the top of the page. 2. Enter the notes you want to add to the job and select Create Follow-up. 3. Enter the following information about the task and click Add: Field Subject User Priority Status Due Date Reminder Description The general purpose or a shortened description of the task. The subject you enter here displays in the Task Manager and helps you identify the task. The ID system user responsible for completing the task. The priority of the task. Select 1, 2, or 3 to indicate the importance of the task. If you have multiple tasks due on the same day, setting a priority helps you determine in which order to complete the tasks. The stage the task is in. Select Not Started, In Progress, or Completed to indicate the task's stage. The calendar date by which the task needs to be completed. Click the calendar icon and select the due date. The date, if any, on which you want the system to remind you of the task. Select the Reminder check box, click the calendar icon and select the reminder date. Note: Reminders use the user's time zone for whoever is logged in to Job Management. 124

135 Job Management Release Field Reminder Method Description If you selected to send a reminder regarding the task, select whether to receive a reminder by or by text message (SMS message) and enter the corresponding address or telephone number. If you send reminders through text messages, you must enter the mobile phone number and select the wireless provider. If you select Text Message, the system displays the following fields: Phone Number - Enter the full phone number including area or country code, as needed. Wireless Provider - Enter the provider, such as Verzion, for the phone number entered. If the provider is unknown, leave this field blank. If you select Text Message, this field is required. Note: If you send reminders through text messages, the recipient's standard text messaging charges apply. We recommend keeping text messages short. Long text messages (more than 160 characters) may be truncated or broken into more than one message depending on provider test message rules. Breaking the text into more than one message will result in additional charges from the carrier. The system adds the task and any reminders to the Task Manager. To view job-level notes: 1. From any major page for a job in Job Management, such as the Job Summary page or the Receive Material page, click Notes at the top of the page. The notes for the job display in a pop-up window, including the ID of the user who entered the note, the data and time the note was created, and the note text. 2. Click outside the Notes pop-up window to close the window. To edit job-level notes: 1. From any major page for a job in Job Management, such as the Job Summary page or the Receive Material page, click Notes at the top of the page. 2. At the end of the line item to which you want to edit a note, click the edit icon and adjust the note information. 3. Click OK. See Also: Creating Item-Level Notes 125

136 Creating, Editing, and Deleting Bill of Material Item-Level Notes Creating, Editing, and Deleting Bill of Material Item-Level Notes As you are working with items for a job, such as on the bill of materials (BOM) or when creating purchase orders, you can add notes to each individual item. For example, you might create notes regarding pricing for items or notes documenting conversations you have had with vendors regarding item pricing and rebates. Notes that you add to a item when creating purchase orders display with the item on the actual purchase order document. To add a note to a line item in the BOM: 1. On the Job Management Home page, create a job or search for an existing job. 2. From the Job Summary menu bar, click Bill of Materials to display the BOM or that job. 3. Select the items to which you want to add a note using the check box to the left of each line item. The system adds the same note to all the selected line items. 4. In the Bill of Materials table header, click the notes icon and enter the notes you want to add to the item and select on which documents you want the note to display. 5. Click Add to add the note to the selected items. To view and edit a note attached to a line item in the BOM: 1. On the Job Management Home page, create a job or search for an existing job. 2. From the Job Summary menu bar, click Bill of Materials to display the BOM or that job. 3. Click the notes icon in the last column of the line item to display all the notes entered for that item. 4. Update the note and the forms on which is displays, as necessary. 5. Click the save icon to save your changes. To delete a note attached to a line item in the BOM: 1. On the Job Management Home page, create a job or search for an existing job. 2. From the Job Summary menu bar, click Bill of Materials to display the BOM or that job. 3. Click the notes icon in the last column of the line item to display all the notes entered for that item. 4. Click the delete icon to remove the note from the line item. 126

137 Job Management Release Creating Item-Level Notes in Purchase Orders As you are working with items for a job when creating purchase orders, you can add notes to each individual item. For example, you might create notes regarding pricing for items or notes documenting conversations you have had with vendors regarding item pricing and rebates. Notes that you add to a item when creating purchase orders display with the item on the actual purchase order document. To add a note to a line item when creating purchase orders: Note: The notes you add to line items in the Manage POs and Releases page display with the item on the direct sales order and the purchase order. 1. On the Job Management Home page, create a job or search for an existing job. 2. From the Job Summary menu bar, click Manage PO to display the Manage POs and Releases page. 3. At the end of the line item to which you want to add a note, click the notes icon and enter the notes you want to add. Hold the mouse cursor over the notes icon to view any existing notes. To edit a note to a line item when creating purchase orders: 1. On the Job Management Home page, create a job or search for an existing job. 2. From the Job Summary menu bar, click Manage PO to display the Manage POs and Releases page. 3. At the end of the line item to which you want to edit a note, click the edit icon and adjust the note information. 4. Click OK. See Also: Creating, Editing, and Deleting Item-Level Notes Creating Job-Level Notes 127

138 Awarding Jobs Overview Awarding Jobs Overview After the bidding process for a job is complete and your customer is awarded the job, enter customerspecific information necessary for the job process, such as contact, shipping, and credit information. After you award the job in Job Management, use the Job Summary page to track and reference the overall status of the job, financial information for the job, job-related transactions, job settings, and all documents for the job. After you award a job, you can still negotiate costs from your vendors and sell prices with the customer and modify the bill of materials (BOM) as necessary before generating purchase orders for the job. You must be assigned the JOB.MGMT.AWARD.JOB authorization key to award jobs to customers. For more information about awarding jobs, see the following topics: Awarding Jobs to Customers Viewing Job Statuses for Awarded Jobs After you award a job, you can begin creating and managing purchase orders and review financial history for the job. See Also: Managing Purchase Orders and Releases Overview Change Orders Overview 128

139 Job Management Release Awarding Jobs to Customers After the bidding process is complete and your customer is awarded the job, enter customer-specific information necessary for the job process, such as contact, shipping, and credit information. To update the customer information after awarding a job, click Job Summary from any page within a job and click the Info/Settings tab. Important: After a job is awarded, the quoter no longer has access to edit the job. Only the project manager can add change orders or edit the job details. You must be assigned the JOB.MGMT.AWARD.JOB authorization key to award jobs to customers, and you must have an initial bill of materials created for the job. After you award the job, the pricing and cost information on the bill of materials reflects that of the customer to which you award the job. If you award a job to a customer who has a pricing or shipping branch override defined in Customer Maintenance, the branches assigned to the job respect the override settings. Note: You can only award jobs to bill-to customers who are not on credit hold, unless the Allow Awarding Job Customer on Credit Hold option in the control maintenance record is set to Yes. To award a job to a customer: 1. On the Job Management Home page, search for the job you want to award. Note: To review all unawarded jobs, click Bid Board section of the Job Management Home page. Unawarded jobs display in a calendar format so you can review what is coming up next and click on a job to view it. 2. From the Job Summary menu bar, click the Job Summary tab and navigate to the Customers area of the page. 3. In the Award Job field, select the customer to which you want to award the job and click Award. The customers from which you can select are the customers you originally added when you created the job. After you select a customer, the Award Job to Customer page displays, where you set contact, shipping, and credit information for the selected customer. Note: Customers that you award jobs to must be set up in Eclipse for order entry and must be assigned to the price branch for the job. If they are not authorized, the Award Job button is disabled. 4. Enter the customer's information on the Award Job to Customer page using the instructions below. To enter the customer's information for an awarded job: 1. Award the job to the customer. 2. In the Select Customer field, verify that the correct customer name displays. Select a different customer, if necessary. This field is required. You can use the Eclipse ID with a period in front, such as.1234 to search for the entity by number. The customer you selected on the previous page displays in this field. 129

140 Awarding Jobs to Customers 3. In the Bill Of Materials field, if you created multiple bills of materials for this job, select the bill of material to use. This field is required. You can change the bill of materials until you create your first purchase order for the job. The bill of materials defaults to the last one that you viewed on the bill of materials page. Select a different bill of materials, if necessary. If you award a job without first viewing or editing a bill or material, the system uses the bill of material assigned as the default for the job. Note: Eclipse allows setting a specific format for P/O numbers through Customer Maintenance. As of Job Management Release 9.0.4, jobs and change orders now respect that setting and displays an alert if that format does not match. 4. (Optional) In the Select Main Contact field, select the primary customer contact for this job. The contact selection list populates from the contacts associated with the Eclipse customer record in the system. If no contacts are defined for the customer, you cannot select a contact in this field. The contact information that displays here is not automatically updated if changes are made in Contact Maintenance in Eclipse. Click the Refresh Contact Info button to get the latest contact information from Eclipse. 5. Enter the shipping information for the customer. Field Select Ship-To Description (Required) Select the customer to which to ship materials for this job. You can only select ship-to customers that are authorized for the current price branch for the job. If alternate addresses exist, the options display in a drop-down from which to select. The selected customer's ship-to and bill-to address information from the Eclipse customer record displays below the Select Ship-To field. Note: The updates you make here are not saved to the Eclipse customer record. You can update the ship-to address for just this job without affecting the primary settings within Eclipse. To change the ship-to address for this job, enter the new address in the fields provided. Changes only impact orders moving forward. Updates are not made to past orders going to the ship-to customer. Use the Alternate Address option to create an alternate ship-to address. You can mark the address as the default, if needed, by selecting the Default check box. Once selected, this option changes to Remove Alternate Address so you can modify these addresses, as needed. Note: This option is unavailable if the Ship-To Address Changes Restricted option is selected in Customer Maintenance in the Eclipse application. If you need to update the bill-to information for the customer, you can make edits to the Bill-To field available in the Info/Settings tab after you award the job. The system applies any changes you make to the bill-to address to existing jobs for the same bill-to customer. 130

141 Job Management Release Field Shipping Instructions Use ERP Ship Via Logic Description Enter any additional shipping information necessary for the job. The shipping instructions set for the ship-to customer display in this field. To select from suggested shipping instructions that you have defined in Eclipse, click the search icon next to the field. The information in this field displays when you create a hold-for-release purchase order, and on shipping tickets, depending on how your company forms are set up. Standard shipping instructions are defined in Eclipse (System > System Files > Customer Vendor Control > Customer Vendor Standard Notes). If changes are made to the shipping instructions through Eclipse, you can use the change log for the order in Eclipse to review the original shipping instructions. Select to allow sites to choose a ship via (Distributor) for stock orders using the same logic as the ERP. If this is selected, ship via (Distributor) is recalculated when user changes billto, ship-to, ship-to zip code, or ship from branch. This recalculation can occur on Award Job, Summary Info, Manage PO and Change Order pages. 6. In the Default Settings area, complete the additional optional fields to provide as much information about the customer as possible. Field Price Branch Description Select the branch that receives credit for the orders on this job. If there is a price branch override set for the customer in the customer's record in Eclipse, the system populates the field with that branch. If there is no override specified in the customer's record, the system uses the price branch indicated in your Job Management Profile. If that is also blank, the system defaults to branch 1. Note: Changes to the branch are pushed back to the order in Eclipse. Default Vendor Freight Terms Select the freight terms code to assign to the vendor. Freight terms indicate how a vendor expects freight to be paid for freight charges, such as Prepaid or Add On. For example, if a vendor expects the freight to be "Add On" then the purchase order's grand total would include any freight charges incurred. Note: Freight terms codes are defined in the Vendor Freight Terms Maintenance control maintenance record. Freight In Exempt? Select Yes to exempt the customer from incoming freight charges, otherwise leave this field set to No. This value defaults to the setting in the customer's Eclipse record in Customer Maintenance. However, you can update it here if necessary. 131

142 Awarding Jobs to Customers Field Customer PO # Description (Required) Enter the purchase order from the customer, if the customer requires one. You can use the customer purchase order number to search for the order within the system. Important: In Eclipse, the system allows setting a specific format for P/O numbers through Customer Maintenance. In Job Management Release 9.0.4, the Job Management jobs and change orders now respect that setting and displays an alert if that format does not match. Tax Exempt ID# (View Only) If the customer is tax exempt, this is the tax exempt number for the customer. The tax exempt ID defaults to the setting in the customer's Eclipse record in Customer Maintenance. Note: If customers are using the Avalara Tax calculations companion product, Job Management displays the Avalara Tax Code instead of the Tax Exempt ID. The tax is determined by Eclipse and sent to Job Management. Therefore, you can only change the Avalara Tax Code through Eclipse. Ship From Branch Ship Via (Vendors) Select the distributing branch that handles the shipping for the job. You can ship stock from any branch using standard Eclipse inter-branch functionality, after the purchase orders for the job are created. If there is a ship branch override set for the customer in the customer's record in Eclipse, the system populates the field with that branch. If there is no override specified in the customer's record, the system uses the ship branch indicated in your Job Management Profile. If that is also blank, the system defaults to branch 1. Enter the shipping method that applies to vendors on this job. The system validates this field against the ship vias defined in Eclipse in Ship Via Maintenance. Note: The default ship via displayed in this field is defined on the Job Management Administration page. Ship Via (Distributor) Enter the shipping method that applies to your shipping branches for this job. The system validates this field against the ship vias defined In Eclipse in Ship Via Maintenance. Note: The default ship via displayed in this field is defined on the Job Management Administration page. Ship Via (Customers) Project Manager Enter the customer ship via used for direct orders. (Required) Enter the name of the user who will act as the project manager for the job. 132

143 Job Management Release Field G/L Sales Source* Description Select the profit center that sold the product for example, outside sales or inside sales. A sales source lets you track where sales originate. Consider your sales source setting carefully. Changing sales source information makes prior period adjustments inaccurate. Use the Default G/L Sales Source field in the My Profile area to identify a default sales source to use. To review or add sales sources for your G/L, see Defining Sales Sources in the General Ledger online help documentation. Note: G/L sales sources are defined on the Eclipse G/L Sales Source Maintenance screen. * Required 7. Click Award Job to award the job and apply the settings to the customer for the job, or click Cancel to return to the Job Summary page without awarding the job. To change the customer a job is awarded to: 1. Display the awarded job. 2. Click the Info/Settings tab and navigate to the Customer Information area of the page. Note: The system displays both the standard customer name and the Index customer name taken from the Eclipse customer record in Customer Maintenance to help verify the correct job ship-to account is being used for the Job. 3. Click Change customer this job is awarded to and enter the customer and contact information in the displayed window. You can only award a job to a customer authorized for the current price branch assigned to the job. You can change other customer-related information in this area, if needed, with the proper authorization. These validations are the same as those used when awarding the job. If you change the actual ship-to customer for the job, the change applies to all orders created for the job. 4. Click Save to award the job to this customer. 133

144 Viewing Job Statuses for Awarded Jobs Viewing Job Statuses for Awarded Jobs After you award a job to a customer, the system updates job status information so you can track the progress of the items for a job. You can drill down to the line item and see actions taken on each line item, such as when the item was added to the bill of material (BOM), or when it was placed on a release purchase order. To view job statuses for an awarded job: 1. Display the awarded job. 2. Click Job Summary in the menu bar from any page in an active and awarded job. 3. Click the Job Status tab to view job statuses, shipping, change orders, quantities released or not, and hold balances by item or component. The following table describes each view-only column on the Job Status Summary table: Column Type Vendor Description Description The item type of the line item. Click the type to view the following details about the item: Date - The date that the action in the Action column occurred. Action - The action on the job for the selected item, such as Added to Bill of Material, Change Order, or Sent PO. For actions that created documents, such as releasing an item to a purchase order, click the link to display the document. Qty - The item's total quantity from the action described in the Action field. The vendor providing the item for the job. A brief statement that describes the product or lot item from the Description field on the BOM. Pending Change Displays the basket icon if the item is on an open change order. If the item is not on an open change order, this field is blank. Total Qty Not on PO/SO HFR Released Not Received Received / Invoiced Returned Returned Rec'd The total quantity of the item from the BOM. The quantity of the item not on a Hold for Release PO or a Release PO. The quantity of the item on a Hold for Release PO. The quantity of the item on a Release PO. The quantity of the item that you have not received or invoiced. The quantity of the item that the customer has received and that you have invoiced to the customer. The quantity of the item that the customer has returned. The quantity of the item that the customer has returned and you have received back into inventory. % Complete The percent of the items received by the customer. Note: Sum totals of the columns Not on PO/SO, HFR, Released, Received, and Not Received equal the item's total quantity. To view and add items to shipments, use the Job Shipments table located below the Job Status Summary table. 134

145 Job Management Release Completing Job Details After you create a new job, enter the initial customer, and create the bill of materials (BOM) for the job, you can begin the bid process with customers and vendors. With Job Management you can track jobs from the initial bid request through the billing process for direct orders as well as stock orders. Job Management also tracks returns and credits as the job progresses. This page describes how to add the following information for a job: General, such as dates and job status. Customers bidding the job. Vendors providing material for the job. Representatives you are working with on the job. Quoters working on the job. Project Managers working on the job. Note: At any time, you can use the Notes link in the upper right corner of the job view to add job-level notes, as needed. You can copy these notes when copying the bill of materials, if needed. To view or update general, customer, vendor and representative information available for a job after awarding the job to a customer, click Job Summary from any page within a job, and click the Info/Settings tab. To enter general information for a job: 1. From any page in Job Management, click Home in the menu bar to display the Job Management Home page. 2. Create a job or view an existing job to display the Job Summary page. You can edit only jobs for which you have authorization or an associated role if you are using role-based security. 3. If you are creating a new job, click Save to ensure that your job data is saved. The fields that you completed when creating this job display in the General Information section. 4. Complete the additional fields or edit information in the General Information section, as needed. Field Rebid Date Description Enter the date the job is rebid. For example, if you have a large project, you might create a bid prior to the finish of the design. Because the status of the design is unknown, you bid the job as normal. At a later date, you might need to change the bid you submitted for the job when the final design is complete. 135

146 Completing Job Details Field Follow-up Date Completion Date Batch ID Price Branch Ship From Branch Job Status Personnel Fields Description Enter the next date to review the job in mm/dd/yyyy format. View My Upcoming Deadlines on the Job Management Home page to view significant dates and deadlines in chronological order for your jobs. Monitoring this date helps you to avoid problems and prevent lost sales. Enter the date the customer expects to finish the job or project in mm/dd/yyyy format. Use this date as a selection criteria for reviewing or reporting on orders. You can update this date as needed. Free-form field. If you use Batch ID numbers, Job Management uses the text entered in this field and pushes that information to the sales order in Eclipse. The text displays in the Batch ID field on the Sales Order Entry Header. (Required) Select the branch that receives credit for the orders on this job. You can only select from branches for which you are authorized. If you award a job to a customer who has a pricing branch override defined in Customer Maintenance, the branches assigned to the job respect the override settings, and this field is view-only. (Required) Select the distributing branch that handles the shipping for the job. You can only select from branches for which you are authorized. You can ship stock from any branch using standard Eclipse inter-branch functionality, after the purchase orders for the job are created. If you award a job to a customer who has a shipping branch override defined in Customer Maintenance, the branches assigned to the job respect the override settings, and this field is view-only. Select a status from the drop-down list that identifies the stage of the job, such as Bidding. If the job currently does not have a status, leave this field blank, or use the No Bid and Lost Job check boxes to indicate that you did not bid for the job, or lost the job. This list is populated with the job statuses defined on the Administration page. Enter the quoter, project manager, architect, engineer, and any other people you want to include in the job summary information in the corresponding fields. You can only select users for these roles that are authorized for the current price branch for the job. Note: The project manager becomes the order writer when you manage purchase orders for the job. Win Confidence Job Type Select how confident you feel that you will win this job. This list is populated from the job win confidence values defined on the Administration page. The win confidence value you select is included in the Open Bid List Report. Select the type of product sold for the job, such as lighting. This list is populated from the job types defined on the Administration page. The job type you entered when you created the job displays in this field. 136

147 Job Management Release Field Project Type Have Take Off Approval Required No Bid Description Select the type of project the job is fulfilling, such as a Government job or a Commercial job. This list is populated from the project types defined on the Administration page. Use project types to help further classify the jobs you bid on and award. Select Yes if you have received the contractor's quantities from their assessment of the project's design blueprint, otherwise, select No. The default is No. The blueprint take off is a list of products for a job that can include type, manufacturer, catalog number, quantity, voltage, ballast, and lamp information. At some stages of the job design phase, you might not have this detailed information for the items required for the job. Select Yes as a reminder that customer approval is required for the submittal package. When a job has been awarded to a customer, you send the customer a submittal package that contains the name of everyone involved in the job, an item schedule without pricing, and the manufacturers' tear sheets for each item on the schedule. Select this option if you never bid the job. 5. Click Save to save your changes to the general information for the job and continue to the Customer area to enter customer information for the job. To enter customers for a job: 1. From any page in Job Management, click Home in the menu bar to display the Job Management Home page. 2. Create a job or view an existing job to display the Job Summary page. You can edit only jobs for which you have authorization or an associated role. 3. Complete the fields in the Customer Information section as needed to identify the customers that are bidding on the job. 137

148 Completing Job Details Field Customers For This Job Customer Information Description Displays the customers used to create the job. Do the following, as needed: To add a customer, search for a customer by entering the customer name or the Eclipse ID in the Search for New Customer field. Select the customer from the search results list and click Add Customer. The customer name displays in the Customers For This Job list. The system compares your accessible branches and the customers accessible branches. If you and the customer have branches in common, then you can add the customer to the job. Define user accessible branches in User Maintenance in Eclipse and customer accessible branches in Customer Maintenance in Eclipse. To add a customer, click the customer icon to display the Create New Contact window. Complete the fields and click Create. The information is sent back to Eclipse as a new customer. First Name / Last Name - The main contact's information. Title - The position the contact holds. - Primary address to use for the contact. Phone / Fax - Main contact information for the customer. Street - Physical mailing address or warehouse address the customer wants listed. City / State / Zip Code - Corresponding to the street address in the previous field. To delete a customer from the job, select the customer to delete, and then click Delete Selected Customer. The customers you select here are used for all orders created for the job. (View Only) The address and phone number for the ship-to customer selected in the Customers For This Job field. The system populates this information based on the information in Customer Maintenance for the customer. If you have not completed any receiving for the job and need to update the address to which you are shipping material, click Override Default Ship To Address in the Ship To field and enter the new address information. Note: The system supports up to six lines for addresses. Note: You must be authorized to override the ship-to address. Inside Salesperson Outside Salesperson Main Contact Information (View Only) Name of the customer's inside ship-to customer salesperson from the Eclipse customer record. (View Only) Name of the customer's outside ship-to customer salesperson from the Eclipse customer record. Select the main contact person at the selected customer. The contact's information as defined in Eclipse displays. After you award the job, enter main contacts and alternate contacts in the Site Contact section of the Info/Settings tab of the Job Summary page. Note: This information displays on the Send Bids page. 138

149 Job Management Release Field Preferred Contact Method Description Enter the best way to contact the person, such as Main Phone Number or E- mail. Note: This information displays on the Send Bids page. 4. In the Main Contact Information area, select who from the customer site is the point of contact for the job you are entering and the preferred contact method. The customer you select here, displays on the Bill of Materials. Note: Use the Refresh Contact Info button to update the Main Contact Information area with any updates made from the Eclipse application. Job Management does not automatically sync this data. 5. Click Save to save your changes to the customer information for the job and do one of the following: Continue to the Vendor section to enter vendor information for the job. Send bids to the customers selected in the Customers For This Job field. You need to define the Billl of Materials prior to sending bids to customers. Indicate to which customer the general contractor awarded this job. After the job is awarded, the Job Summary page displays relevant information and options pertaining to the selected customer. To enter vendor information for a job: 1. From any page in Job Management, click Home in the menu bar to display the Job Management Home page. 2. Create a job or view an existing job to display the Job Summary page. You can edit only jobs for which you have authorization or an associated role. 3. Complete the fields in the Vendors section as needed to identify the vendors you are using on the job. Field Vendors For This Job Search for Vendor Vendor Information Description Displays the vendors available for the job. The initial vendor list is generated by the default vendors set to display for all jobs on the Job Management Maintenance page. Do the following, as needed: To add a vendor, enter the name or the Eclipse ID of the vendor in the Add a Vendor field, and click Add Vendor. The vendor name displays in the Vendors For This Job list. Vendors must have an Eclipse vendor record to enter them in this field. To delete a vendor from the job, select the vendor to delete and click Delete Vendor. Enter a vendor name or ID. You can use the Eclipse ID with a period in front, such as.1234 to search for the entity by number. (View Only) The address and phone number for the vendor selected in the Vendors For This Job field. The system populates this information based on the information in Vendor Maintenance for the vendor. 139

150 Completing Job Details Field Quote Number Payment Terms Vendor Short Name Description The vendor's quote number that comes back on any paperwork from the vendor. This number is included in the Vendor Instructions section of the Reserve, Hold for Release, and Release purchase orders you create and send to the vendor. The terms code for the vendor. For example, NET+30. A payment term determines when payment for an over is due to a vendor. For example, you might have terms defined with a vendor that allows you to pay invoices up to 30 days after they are received. Similar to the short description for a branch in Eclipse, enter a shortened name for the vendor. The vendor short name you enter here displays on the bill of materials when you select vendors, in change orders, and in receiving. Note: If the vendor you select has a website address in Vendor Maintenance, the system uses that information in the Vendor Website link below the Vendor Short Name field. Click the link to launch the vendor page in a new window. 4. Click Save to save your changes to the vendor information for the job. To add a representative to a job: 1. From any page in Job Management, click Home in the menu bar to display the Job Management Home page. 2. Create a job or view an existing job to display the Job Summary page. You can edit only jobs for which you have authorization or an associated role. 3. Complete the fields in the Job Reps section as needed to identify the manufacturer reps you are using on the job. Field Reps For This Job Search for New Rep Rep Information Description Displays the representatives for the job. The initial rep list is generated by the default reps set to display for all jobs on the Job Management Maintenance page. Do the following, as needed: To add a rep, enter the name of the rep in the Add a Rep field, and click Add Rep. The rep name displays in the Reps For This Job list. Representatives must be assigned to the vendor on the Job Management Maintenance page before you can add them here. To delete a rep from the job, select the rep to delete, and click Delete Rep. Enter a representative name or ID. You can use the Eclipse ID with a period in front, such as.1234 to search for the entity by number. (View Only) The address and phone number for the rep selected in the Reps For This Job field. 3. Click Save to save your changes to the representatives information. 140

151 Job Management Release To add multiple quoters to a job: 1. From any page in Job Management, click Home in the menu bar to display the Job Management Home page. 2. Create a job or view an existing job to display the Job Summary page. You can edit only jobs for which you have authorization or an associated role if you use rolebased security. 3. At the bottom of the job details area, click Edit Secondary Quoters. 4. In the Search for New Quoter field, enter a user ID and press Enter. The system displays all possible matches. Select the user you want to add. 5. Click Add Quoter to move the selection to the quoters list. 6. Repeat the search to add additional quoters. Note: To delete a quoter, highlight the name and click Delete Selected Quoter. You can replace a quoter, if you have administrative permissions. To add multiple project managers to a job: 1. From any page in Job Management, click Home in the menu bar to display the Job Management Home page. 2. Create a job or view an existing job to display the Job Summary page. You can edit only jobs for which you have authorization or an associated role. 3. At the bottom of the job details area, click Edit Secondary Project Managers. 4. In the Search for Project Managers field, enter a user ID and press Enter. The system displays all possible matches. Select the user you want to add. Note: To delete a project manager, highlight the name and click Delete Selected Project Manager. You can replace a project manager, if you have administrative permissions. To select a new main contact or an alternate contact to a job: 1. From any page in Job Management, click Home in the menu bar to display the Job Management Home page. 2. Create a job or view an existing job to display the Job Summary page. Note: You must already have awarded to job to view the Job Summary page. You can edit only jobs for which you have authorization or an associated role. 3. Click the Info/Settings tab. 4. In the Site Contact area, use the Main Contact and Alternate Contact fields to select the appropriate contact personnel for the job. 5. Click Save. 141

152 Overriding Ship-To Addresses for Awarded Jobs Overriding Ship-To Addresses for Awarded Jobs The ship-to address for a job is based on the customer record associated with the bill-to customer to which you have awarded the job. A customer might require the material for a job to be shipped to a different location than you have on file. For example, if the customer wants material shipped directly to a construction site. Override the ship-to address for the awarded customer to ensure the material for the job is shipped to the correct location. The ship-to address override applies to all orders created for the job in Job Management and it can be changed even if you had received some materials in the address you want to change. To override the ship-to address for an awarded job: 1. Display the awarded job. 2. Click Job Summary in the menu bar from any page. 3. Click the Info/Settings tab and navigate to the Customer Information section of the page. Note: The system displays both the standard customer name and the Index customer name taken from the Eclipse customer record in Customer Maintenance to help verify the correct job ship-to account is being used for the Job. 4. In the Ship To field, click Override Ship To Address to display the Override Default Ship To Address dialog box. 5. Enter the new ship-to information in the fields provided. 6. Click Save to save the address. 7. Select the open order(s) associated to the awarded job, to update their address. You can select them one by one or click on the icon to select them all. Note: The screen displays a pagination of the orders in sets of five. 8. Click Save to save your changes or click Cancel to return to the Info/Settings page without saving your changes. See Also: Completing Job Details Awarding Jobs to Customers 142

153 Job Management Release Creating the Bill of Materials Each job you create contains multiple products, likely purchased from multiple vendors. The Bill of Materials (BOM) provides the descriptions and quantities needed to request quotes from vendors and supply bids for your customers. You must be assigned the JOB.MGMT.BOM authorization key to create and work with the BOM for a job. After you create a job, you can start the process of building the BOM needed for the job. The detail contained on the BOM progresses from placeholder-type line items to specific products as you learn more about the job design, and as you receive quotes for pricing from your vendors. After the sell price is defined through the bidding process, you (as the distributor) provide a quote or proposal to the requesting contractors bidding the project. After you award the job, notify the vendor or rep that you will be using them to purchase material for the job and request the complete breakdown of components and part numbers for the job - sometimes called the lighting schedule for lighting jobs. At this time, you can update the line items in the initial BOM to contain the exact products to complete the job. Note: If you have created Hold for Release or Release purchase orders for items on the BOM, the items for that vendor on the BOM are locked and the system does not allow you to make changes. Use change orders to make any changes to the pricing or quantities. Multiple BOMs can exist for the same job. For example, if you have multiple customers bidding on the same job, you can create multiple BOMs, one for each customer. Note: To view a Job Log error summary, display the job and click the Job Log tab. See Also: Creating the Bill of Materials Creating Multiple Bills of Materials for a Job Importing the Bill of Materials from Microsoft Excel Change Orders Overview 143

154 Creating the Bill of Materials Creating the Bill of Materials After you create a job, you can begin to enter the products required for the job on the Bill of Materials (BOM). Likely, you will start with an initial BOM that contains a limited amount of detail. The detail contained in the BOM progresses from placeholder-type line items to specific products as you learn more about the job design, and as you receive quotes for pricing from your vendors. You can also import the BOM from a Microsoft Excel spreadsheet. You can edit a BOM until you create the Hold for Release purchase order or a Release purchase order for a vendor. Creating Hold for Release POs locks the items on the BOM for that vendor. If the items are locked on the BOM, use change orders to modify the pricing or quantities for the items from that vendor. Multiple BOMs can exist for the same job. For example, if you have multiple customers bidding on the same job, you can create multiple BOMs, one for each customer. You must be assigned the JOB.MGMT.BOM authorization key to create and work with the BOM for a job and the JOB.MGMT.EDIT.STK.COST authorization key to update the cost for stock products on the BOM. To create a Bill of Materials: 1. On the Job Management Home page, create a job or search for an existing job. 2. From the Job Summary menu bar, click Bill of Materials to display the default BOM for the job. See Creating Multiple Bills of Materials for a Job if you need to create more than BOM for a single job. 3. Use the following options to retrieve information from another job's bill of materials: Copy From - Select the BOM you want to use for this job. Copy Alternates - Add any alternate material from another BOM. Copy Notes - Add any notes associated with the job's BOM. 3. Complete the column entries for each product you are adding to the BOM. Field Type Description Enter a generic name for the kind of item needed for the job. The name must be unique to this BOM. For example, you might have an item schedule or blue print that indicates you need 10 different types of light fixtures. You might name each of those 10 as Item A through Item J to match the blue print. This field is not required, but can help you track products against a blue print, especially for large jobs. Note: To add a new user-defined type for a component, click the Add Items icon and in the drop-down menu on the new row, select the name or click New to add your own type name. You can use these types when viewing vendor subtotals. 144

155 Job Management Release Field Vendor Description Description Enter the name of the company that supplies the materials to the customer. This field is not required for the initial bill of materials. You can also enter a vendor rep in this field as you are sending out requests for quotes (RFQ). After the rep bids the job and the job is awarded to a customer, you can change this field to reflect the actual vendor who will be providing the items for the job. You most likely complete this field after receiving the vendor pricing from the RFQ. Selecting vendors for items on the Vendor Pricing page populates this field with the same pricing information that you entered on that page. To enter a vendor in multiple rows, select the row or rows to which you want assign the same vendor and click the assign vendor icon. Select a vendor from the drop-down list and click OK or click Cancel to return to the BOM without entering the vendor. Note: Vendors are validated by the pricing branch for the job. Enter a brief statement that describes the product and its associated item type. For the initial bill of materials, this description is likely generic. You can add to or change the description, as needed, as the job progresses. After you decide on the exact product to use, do one of the following: For nonstock products - Enter a free form description of the product to order. For a product you stock - Enter a brief description, and click the search icon to search in the Eclipse product catalog or in bill of material history for the product. If you do not select a product from the search results, the system assumes you are entering a nonstock product. For more information about searching for products, see Searching for Products to Add to the Bill of Materials. After you select a valid product, the BOM displays the product description and the product's cost and sell price based on the customer and pricing branch assigned in the Job Management Admin control maintenance record. If this control maintenance record is not set, the system uses the user's pricing branch to determine the cost and sell price. The vendor is also set to Stock. If you have awarded the job to a customer, the system uses the pricing and cost information for that customer. When you create the purchase order that contains this product, the stock product is added to the sales order in Eclipse and is flagged as a price override. If you have the Reprice Sales Order Upon Invoicing control maintenance record set to No, the system respects the price you set on the BOM for the stock product. If the control maintenance record is set to Yes, the system reprices the product at the time of invoicing to respect the most recent price updates you might have made in Eclipse. The description you enter must be less than 255 characters. If you enter enough characters the first line wraps to the second line of the description, when you hide the full descriptions on the BOM, you only see the first line of text for the product. If you placed carriage returns to intentionally break the description across multiple lines, a notes icon displays next to the description. Click the icon to view the full description. 145

156 Creating the Bill of Materials Field Quantity Description Enter the quantity of the item type required for the job. Note: Complete this field before sending the RFQ to vendors. Unit/Lot Cost If you are entering a component for an item If you are entering a stock product Select how each line item is priced for each line item on the BOM: Unit - The item is priced as a single product, not a lot item. A Lot - The item is priced with the other items in the same lot. Complete this field before sending the RFQ to vendors. For more information about unit versus lot pricing, and creating new lots see Pricing Line Items Per Unit or As a Lot for Jobs. Enter the amount the vendor is charging you for the product and quantity of this item type. Complete this field after receiving vendor pricing. The cost is usually considered the estimate of a product's total price including carrying costs. If you are using a product that you carry in stock, the system pulls the cost information from Eclipse. For more information about lot pricing and how the system displays the cost for lot items, see Pricing Line Items Per Unit or As a Lot for Jobs. If you are entering a stock item, the cost is determined based on the pricing for the customer awarded to the job, or the customer set to use for pricing in the Job Management Administration control maintenance record. To edit the cost for a stock product in the BOM, you must be assigned the JOB.MGT.EDIT.STK.COST authorization key. To apply the cost information from the Vendor Pricing page, and click the apply vendor cost icon. Note: Restrict changes to values in this field by selecting Lock Cost Prices in the Default Formula area. Extended Cost The system populates this field based on the following equation after you enter vendor pricing: Quantity x Cost = Extended Cost. For example, if the item's quantity is 15 and its cost is $10, the equation is 15 x $10, and the extended cost for the item equals $150. Note: For lot items that list components as part of the lot, the utility displays the extended cost for each component, but extended cost is calculated only once for the entire lot. 146

157 Job Management Release Field Margin/Markup Sell Extended Sell Submittal Status Description Enter how much margin or markup you want to charge when you sell the product. Toggle the column heading by selecting either Margin or Markup in the Default Formula > Use field: Margin - The percentage of sales left over as profit after paying all expenses. Markup - The difference between the selling price and the cost of the item. The value in these fields depends on what you enter as a default formula. In addition, if you edit the sell price, the Margin and Markup fields update automatically. This field calculates to six decimal places and can have a 0% margin or a negative margin. However, the display rounds to three decimal places. For more information, see Applying a Default Pricing Formula to a Bill of Materials. Enter the amount you are charging to the customer for the product. If you update the Items Default Formula field for margins or markups, the application recalculates this amount. For information about setting up pricing formulas, see Applying a Default Pricing Formula to a Bill of Materials. For stock products, you can override the price defined in Eclipse for the product for this job. When you create the order for the product, the price for the stock product is flagged as an override. Set the Reprice Sales Order Upon Invoicing control maintenance record set to No to respects the price you set on the BOM for the stock product when you invoice the order. The application populates this field based on the following equation after you enter an amount in the Sell field: Quantity x Price = Extended Sell. For example, if the item's quantity is 15 and its sell price is $12, the equation is 15 x $12, and the extended price for the item equals $180. You can override the subtotal for the BOM; for example, if you have negotiated a flat rate with the customer and want to apply that rate across the line items adjusting the sell price to reach the total you have entered: 1. Use the check boxes and select the line items you want to spread the adjustment across. 2. In the BOM Totals field for the Extended Sell column, enter the price you want to use. 3. Click the Recalc icon. A prompt displays asking how to distribute the new total; Select By Weighted Extended Sell or Cost. Important: If no lines are selected the recalculation applies to all lines on the BOM. (Optional) If you are creating submittal documents for items on the BOM, select a status of the submittal, such as On Submittal to indicate the item is waiting for customer approval, or Approved to indicate the customer has approved the item. Define line item statuses on the Administration page. If a vendor has a submittal in a pending status, such as On Submittal or Hold, the item displays with red informational icon on the Manage POs page. To assign the same submittal status to more than one item on the BOM, select the check box next to the items and click the assign submittal icon. Select the status and click OK. 147

158 Creating the Bill of Materials Note: You can customize your columns on the BOM so that you limit the view to only those columns that your regularly use. 4. Add components to items, as necessary. 5. Click Save to save your entries on the BOM. More Options When Creating Bills of Materials When creating a BOM, you also have the following options: To... copy a product and reuse it, select the product or lines to remove or add columns to a user's view search for a product within the BOM view more or fewer items per page, or view a different page of the BOM apply commands, such as assigning vendors or removing rows, to multiple rows at a time highlight rows with a zero ($0) cost or sell price display the entire product description Do this... right-click and select Copy. Locate where you want the product. Right-click and select Insert Copied Cells. If a component is associated with the product, the system copies the component, too. You cannot copy from one tab in the program to another. click More Actions at the top of the BOM table, select Columns and deselect any columns you do not want to display. For example, you may not need the Type or Ext Sell to display, because you look at the Margin. The settings apply for all jobs for that user. in the search field above or below the BOM table, enter the item you need to locate on the BOM. The system displays the items that contains the text you entered. Select the item to jump to it within the BOM. select the number of rows you want to view per page of the BOM using the Rows per page field. To move between pages, use the Page selection, or First, Previous, Next, and Last buttons to scroll through the pages of the BOM. select the rows to which you want to apply the same command using the check box at the beginning of the row. To select all rows, select the check box in the table heading. You can apply the following actions to checked rows: Remove, cut, and paste the row. Assign vendors. Apply formulas. Add notes. in the View area, use the Zero cost/sell highlight color field to select a color you want to use for the highlighting. The system displays the RGB color number, such as #e0f035, and a small color swatch. The rows with zero cost/sell price then are highlighted with your color choice for easy scanning to locate possible issues to fix before a hold-for-release is sent to a vendor. in the View area, click Show full Description to expand the description field of every row in the BOM. This option also expands the Fixture Type field. Note: This option stays selected even if exit and enter the Bill of Materials again. You must deselect this option to return to the truncated description. 148

159 Job Management Release To... update pricing information for stock items based on the cost for the product/customer/branch combination after you award the job to a customer view rebate information for stock items view the existing notes for an item send submittal documents to your customer move a row up in the table move a row down add rows to the BOM Do this... select the row or rows you want to update and select More Actions > Update Stock Cost/Price. Selecting this option updates the stock price from the default customer's pricing to the pricing for the customer awarded to the job. hold your mouse over the money icon in the last column of a stock item to display the pricing contract expiration date and the contract number. If you have not awarded the job to a customer, the rebate information displays for the customer entered in the Customer used for pricing field in the Job Management Administrator control maintenance record. click the edit notes icon in the last column to display the notes associated for the item. For information about creating item-level notes, see Creating Item-Level Notes. select the items to include in the submittal and then select More Actions > Submittal Table of Contents. select the row you want to move and then select More Actions > Edit > Move Row Up. The system moves the item up one row on the BOM. Select a single row to move at a time. select the row you want to move and then select More Actions > Edit > Move Row Down. The system moves the item down one row on the BOM. Select a single row to move at a time. enter the number of rows you want to add in the blank field on the left side of the BOM toolbar and click the add icon. copy and paste the contents of a row or rows insert the contents of a copied row select the row or rows you want to copy and paste, and then select More Actions > Edit > Copy. Select the row where you want to paste the contents you copied and then select More Actions > Edit > Paste. The system pastes the content from the rows that you cut above the selected row. select the row below where you want to insert the copied row and then select More Actions > Edit > Insert Copied Row. remove a row select the row or rows you want to remove and click the remove item icon. 149

160 Creating the Bill of Materials To... run reports from the BOM delete a BOM Do this... from the main menu, select Reports and one of the following reports to run on the BOM: Project Reconciliation - Displays the amount of material currently in a billing cycle and what is left to bill for the job. Shipping Status - Displays the shipping status by line item for the job. Change Order Summary - Displays a complete list of change orders and the status. Project Snapshot Report Internal - Displays complete details for the job including cost/sell prices and invoice information. Project Snapshot Report External - Displays details for the job, excluding cost information. display the BOM and click the View arrow. Click Edit and then confirm the deletion. You can delete jobs even if the Use as Default Schedule option is selected. The system ensures that the original BOM is set as default. Note: You cannot delete awarded jobs. 150

161 Job Management Release Creating Multiple Bills of Materials for a Single Job You can create more than one bill of materials (BOM) for a single job. For example, if you have several customers bidding on the same job, you might choose to create the job once in the system and then create a separate BOM with unique pricing information for each customer. Each job has a default BOM, which is the first BOM that you create for the job. You must be assigned the JOB.MGMT.BOM authorization key to create and work with the BOM for a job. To create multiple BOMs for a job: 1. On the Job Management Home page, create a job or search for an existing job. 2. From the Job Summary menu bar, click Bill of Materials to display the default BOM for the job. 3. Click View and then click New. 4. In the Name field, enter a name that identifies this BOM from the other BOMs that exist for the job. This field is required. 5. If you would like to create the new BOM with information from an existing BOM for the job, select the BOM you want to use as a base from the Copy From field. To start with a blank BOM, leave this field blank. 6. Use the Copy Alternates and Copy Note check boxes to indicate if you want to copy those elements to the new BOM. 7. Click OK to create the new BOM, or click Cancel to return to the Bill of Materials page without creating a new BOM. 8. If this is the default BOM for the job and reporting for the job, on the Bill of Materials page, click View, select the BOM you created, and select the Use as default schedule check box. To rename a BOM for a job: 1. On the Job Management Home page, create a job or search for an existing job. 2. From the Job Summary menu bar, click Bill of Materials to display the default BOM for the job. 3. Click View. 4. From the Bill of Material field, select the BOM you want to rename and click Edit. 5. In the Name field, enter the new name for the selected BOM. Important: If you are renaming the default BOM to better identify it, select the original default BOM in the Copy From field. If you leave the Copy From field blank when renaming the default BOM, the system creates a blank BOM and deletes any information you had entered in the default. 6. Click OK to rename the BOM, or click Cancel to return to the Bill of Materials page without renaming the BOM. 151

162 Importing the Bill of Materials from Excel Importing the Bill of Materials from Excel If you have product information for the bill of materials (BOM) in an external format, such as a Microsoft Excel spreadsheet, you can upload the spreadsheet and map the columns of data to the columns in the Job Management BOM. You can also import a file that will become a BOM or a partial BOM into a BOM you have started in the Job Management application. For example, if you have a BOM on another job, you can export that BOM information and then import it into a new job. Job Management provides the tools to retain your column headings and field information for the BOM from job to job.. You must be assigned the JOB.MGMT.BOM authorization key to create and work with the BOM for a job. To import a file into the BOM, complete the following steps: Prepare the spreadsheet. Select and upload the file. Map the spreadsheet's columns to BOM columns. Import the mapped data and save. To prepare the spreadsheet for import: 1. Locate and open the spreadsheet file on your computer. 2. Add a column and label it, such as Comp, in the header. Note: The actual label name can be whatever you want it to be to label is as the import indicator. 3. For each component you want to import set the cell in the Comp column to Yes. This setting tells Job Management that you want those components imported into the BOM. 152

163 Job Management Release Important: When you map the columns, you must add this column to the mapping structure as well. To select and upload the Microsoft Excel file: 1. On the Job Management Home page, create a job or search for an existing job. 2. From the Job Summary menu bar, click Bill of Materials to display the bill of materials for that job. 3. Select More Actions > Excel > Import in the bill of materials header. 4. Click Add and select the Excel file you want to import, and then click Open. The path to the document displays in the list. 5. Repeat step 4 to add additional excel files you want to import. Click Clear next to a document in the list to remove it from the list of documents to upload. 6. Click Upload to upload the contents of the file into the BOM. Note: You can select the rows per page you to display on the page up to 500 rows. If your spreadsheet file has less than 500 rows, you can select All to show all the rows in your spreadsheet. 7. Click Cancel to return to the Bill of Materials page without uploading a file. 8. Map the spreadsheet's columns into the Job Management BOM format using the instructions below. To map the spreadsheet's columns to match the BOM columns: 1. Select and import the spreadsheet into Job Management. The system displays the columns from your original spreadsheet. Only the first five rows of data from the spreadsheet display. 2. For each column listed, select the BOM column in the Job Management BOM to which you want to import the data. If you have a column in the spreadsheet that you map to Vendor, and the vendor's name matches a vendor that has been set up for the job, when you import the spreadsheet, the Vendor column in 153

164 Importing the Bill of Materials from Excel the BOM is filled in with the matching vendor name. If the vendor name does not match one that is assigned to the job, the BOM field displays blank and you can select the correct vendor for the item. 3. Select Do Not Import for any columns of data you do not want to include in the BOM in Job Management from the drop down selection. 4. If you set the Do Not Import First Row option to an increment other than zero, the Map Columns from First Row button activates and you can map the first row of your spreadsheet to options in the bill of materials. As of Release 9.0.4, you can now ignore up to the first 5 rows of a spreadsheet. For example, you have a spreadsheet set with Row 1 as a header, Row 2 as a divider with only dashes, and Row 3 as a note field. You can now ignore those first three rows when you import so that your bill of material data remains intact and without extraneous information to clean up. Job Management maps columns based on the values in the first row of the spreadsheet. By default the row headers are set to Do Not Import. You can change the mapping after using this feature. The spreadsheet column headers must match the headers generated from exporting the BOM or match the options in the drop-down list for manually mapping the columns. 3. Use the remaining fields below the table to tell the system how to add the spreadsheet data to the existing BOM: To... select how you want the system to combine data from the spreadsheet with the items already entered in the BOM exclude the first row of the spreadsheet, likely a row that includes column headings map the first row of your spreadsheet to options in the bill of materials Do this... select one of the following options: Append - Adds the data from the imported spreadsheet starting at the first available row at the bottom of the BOM. This is the default. Override - Replaces any data you already have entered on the BOM with the data from the imported spreadsheet. select the Do Not Import First Row check box. 1. Set the Do Not Import First Row check box to Yes. 2. Adjust the column values to map the header rows. 3. Click Use First Row for Mapping. 154

165 Job Management Release To... add the data to the job as an alternate bid Do this Select the Import as Alternate check box. 2. Select to import as a New or Existing Alternate and use the Alternate Name field to assign the alternate a unique name. If the name of the Alternate is already in use the system will prompt you to change your selection for a new name. 3. You can then apply the alternate, as needed, and review the pricing differences. New - If you select a name that is already in use for an Alternate the system will prompt you to select a different name. Existing - If you want to work with and Existing Alternate but there are none Alternates for that BOM the system displays a warning and prompts you to create a name for your Alternate BOM. Note: If you do not select Import as Alternate the system imports the base BOM. To import the mapped data into the BOM: 1. Select and import the spreadsheet into Job Management. 2. Map the spreadsheet's columns to match the BOM columns. 3. Click Import to import the data into the columns you selected. The system displays the populated BOM. Review the entries to ensure your data imported correctly, and make any necessary changes. 4. Click Save to save your changes to the BOM. 155

166 Searching for Products to Add to the Bill of Materials Searching for Products to Add to the Bill of Materials The product search function lets you quickly search for a product in the product file or within Job Management by keyword or part number. Note: The PDW Catalog Search is only used to add a description to the bill of material or change order for a Direct order. The system is not designed to use a PDW cataloged item for a Stock vendor line item. To search for a product to add to a bill of materials: 1. On the Job Management Home page, create a job or search for an existing job. 2. From the Job Summary menu bar, click Bill of Materials to display the bill of materials (BOM) for that job. 3. In the Description field for a line item on the bill of materials, click the search icon to display the Search Results window. For items that are already on the bill of materials that you have in stock, click the stock icon display the Search Results window. If there was text entered in the Description field when you clicked the icon, the window displays with the items that match that text in the product file. Additionally, the Type column indicates the current product type, such as Misc Charge or Stock. 4. Select the tab of the location you want to search: Search Eclipse - The system searches the Eclipse product file for products that match the text you entered in the Catalog/Description field. Use the selections to indicate which part of the Eclipse database to search: Primary, Catalog, or PDW (Product Data Warehouse). Note: Click the branch icon to display branch availability for that item. Search Job Management - The system searches the product descriptions on other BOMs within Job Management. The search is not limited to only BOMs created for this job. Searching for products in Job Management can help find non-stock products that you have entered on other BOMs for other jobs. Create Non-stock - The system adds a non-stock item on-the-fly and select a vendor's nonstock template if needed. Click Create Non-stock to add the item to the BOM. 5. In the Catalog/Description field, enter at least the first three characters of the product you are trying to find. The more characters you enter, the more refined the search results will be. to 156

167 Job Management Release Click Search Again to display the matching products. 157

168 Creating Nonstock Products in the Bill of Materials Creating Nonstock Products in the Bill of Materials As you are creating your bill of materials, you might find that the items are required for the job that you do not typically stock. You can create nonstock product records directly through Job Management, without having to go into Eclipse. Note: You must be assigned the NONSTOCK authorization key in Eclipse to create nonstock products in the bill of baterials. The system creates product records for each nonstock product that you create using the following procedure. To create a nonstock product in a Bill of Materials: 1. On the Job Management Home page, create a job or search for an existing job. 2. From the Job Summary menu bar, click Bill of Materials to display the bill of materials (BOM) for that job. 3. In the Description field for a line item on the bill of materials, click the search icon to display the Search Results window. 4. Click the Create Nonstock tab and enter the product description in the New non-stock description field. 5. In the Use this vendor's product as non-stock template field, select the vendor's default product template to use to create the product record. The system creates the record with the settings defined in the product you selected as the vendor default product. If you leave this field blank, the system creates a product record using the product defined in the Default Product Record in the Job Management Administrator Settings control maintenance record. Note: The system defaults the Index category to Catalog for all products created through Job Management. 6. Click Create Nonstock to create the product record in Eclipse, and to add the product to the BOM. 158

169 Job Management Release Adding Components to Items on the Bill of Materials As you add items to the BOM, you can also add components, or related products, that go with those items. For example, if you add a lighting fixture to the BOM, you likely want to add the bulbs or the mounting hardware for those fixtures as well. Add the bulbs or mounting kits as components on the BOM and enter the quantity required per fixture. The system calculates the extended cost and extended sell information for you by multiplying the quantity required per fixture by the quantity of the actual fixture. For example, you are ordering 10 fixtures that require 10 bulbs each. That is a total of 100 bulbs to fill the 10 fixtures. Each bulb costs $2.00. The system calculates the extended cost to be $200. You can choose to show, hide, or roll up the price of components on a job on output documents, such as a bid you send to a customer. Note: If a component is overridden in change order to not use the suggestion, the next time a change order is done on this item the system tries to calculate the new perbased price off the last override. If you do not want to use that override, then use zero or enter the correct number you want the system to use. You must be assigned the JOB.MGMT.BOM authorization key to create and work with the BOM for a job. To add a component to an item on the BOM: 1. On the Job Management Home page, create a job or search for an existing job. 2. From the Job Summary menu bar, click Bill of Materials to display the BOM for that job. 3. Add an item to the BOM. 4. Click the components icon next to the item to which you want to add a component. The icon image is set with the job type in the Administration page. The system inserts a line below the item and indicates that it is connected with the line item above with an item connection icon. 5. Use the following options, if needed: To add multiple blank component lines at a time, select the check box next to the items to which you want to add components, and then click the components icon in the Bill of Materials toolbar. To copy a product and reuse it, select the product or lines, right-click and select Copy. Locate where you want the product. Right-click and select Insert Copied Cells. If a component is associated with the product, the system copies the component, too. 6. Complete the column entries for each component you are adding to the BOM, as you would for other items on the BOM. Note: To add a new user-defined type for a component, click the Add Items icon and in the drop-down menu on the new row, select the name or click New to add your own type name. You can use these types when viewing vendor subtotals. 7. To add additional components to an item, click Add Component in the first component listed under an item. 159

170 8. Click Save to save your entries on the BOM. To show and hide components for an item on the BOM: Adding Components to Items on the Bill of Materials 1. On the Job Management Home page, create a job or search for an existing job. 2. From the Job Summary menu bar, click Bill of Materials to display the BOM for that job. 3. From any BOM, click the components icon next to the item to display the components included for that item. The system displays an item connection icon 4. To hide the components, click the components icon again. next to the components. 160

171 Job Management Release Pricing Line Items Per Unit or As a Lot for Jobs As you gather pricing information from your vendors for items for a job, your vendors provide price quotes per item unit or for a group of items on a job. If items are priced in a group, the pricing is considered lot pricing, and you can indicate the items as lot priced directly on the Bill of Materials (BOM) using the Unit/Lot field for each line item. The vendor lot pricing displays for each line on the BOM that is associated with that vendor lot. You can use a combination of unit pricing and lot pricing in a single Bill of Materials (BOM). You must be assigned the JOB.MGMT.BOM authorization key to create and work with the BOM for a job. Unit Pricing If you use unit pricing for items on a job, your vendor has supplied pricing for a single product. Enter the unit price information for each line item on the BOM individually. The system calculates the extended cost and sell information by multiplying the quantity times the cost (or sell) price. To enter pricing for a unit-priced item: 1. On the Job Management Home page, create a job or search for an existing job. 2. From the Job Summary menu bar, click Bill of Materials to display the default BOM for the job. 3. Complete the column entries for each product you are adding to the BOM. 4. In the Unit/Lot field, select Unit to indicate that the item is individually priced. 5. Enter the price information as described in Creating the Bill of Materials. 6. Click Save to save your changes. Lot Pricing If your vendor prices a group of items together, that is considered lot pricing, and you can indicate lotpriced items directly on the bill of materials. For example, instead of pricing line item A, B, and C separately, your vendor says they will give you all three line items at the quantity you need for a certain price, not breaking the price down per line item. You still need to capture this cost on the bill of materials. Important: After you assign a line item in the BOM a lot price, if you change the lot price for one item in the lot, the price for the other items in the lot updates as well. You can add items to or remove items from the lot until you create a Hold for Release purchase order or Release purchase order for the items. After creating a purchase order, use change orders to add to or remove from the lot. To create a lot on the BOM: 1. On the Job Management Home page, create a job or search for an existing job. 2. From the Job Summary menu bar, click Bill of Materials to display the BOM for that job. 3. Add an item to the BOM. 4. In the Unit/Lot field, select New Lot and enter the name of the lot. 161

172 The lot name defaults to the vendor in the Vendor field for the item. Pricing Line Items Per Unit or As a Lot for Jobs 5. Click OK to create the lot and apply it to the line item or click Cancel to return to the BOM without creating the lot. 6. Enter the price information as described in Creating the Bill of Materials for the entire lot. The system saves the lot you created, and it is immediately available in the drop-down list in the Unit/Lot field. 7. Click Save to save your changes. To assign an existing lot to a line item on the BOM: 1. On the Job Management Home page, create a job or search for an existing job. 2. From the Job Summary menu bar, click Bill of Materials to display the BOM for that job. 3. Add an item to the BOM. 4. In the Unit/Lot field, select the lot to assign to the line item. The system assigns the item the same pricing as the other items in the lot. 5. Click Save to save your changes. See Also: Creating the Bill of Materials Applying Default Pricing Formulas to a Bill of Materials 162

173 Job Management Release Applying Default Pricing Formulas to a Bill of Materials As you add items to the bill of materials (BOM) you can apply a default pricing formula on a markup or margin basis. Applying a default formula can save you time when creating lengthy BOMs for a job, and also helps ensure accuracy and consistency across items and components on the BOM. If you have created purchase orders for items on the BOM, the BOM is locked and the system does not allow you to change its contents. Use change orders to make any changes to the pricing information on the BOM. You must be assigned the JOB.MGMT.BOM authorization key to create and work with the BOM for a job. To apply a default formula: 1. On the Job Management Home page, create a job or search for an existing job. 2. From the Job Summary menu bar, click Bill of Materials to display the BOM or that job. 3. In the Pricing area, use the check box options, as needed: To... display the default margin or markup for each line item apply the formula to only the cost amounts, locking the sell prices Do this... in the Use field, select one of the following to toggle the Margin/Markup field in the BOM: Margin - The percentage of sales left over as profit after paying all expenses. Mark up - The difference between the selling price and the cost of the item. The value in these columns depends on what displays in the Sell column. If you edit the sell price, the application automatically recalculates the margin and markup. The margin or mark up calculates to six decimal places. However, the display rounds to three decimal places select Lock Sell Prices. When you apply the formulas, the formula does not change any sell prices already entered in the BOM. Note: Typically, you lock sell and cost prices on stock material after you have awarded the job. apply the formula to only the sell prices, locking the cost amounts select Lock Cost Prices. When you apply the formulas, the formula does not change any cost prices already entered in the BOM. Note: Typically, you lock sell and cost prices on stock material after you have awarded the job. 163

174 Applying Default Pricing Formulas to a Bill of Materials To... apply a default formula to only items in the BOM apply a default formula to only components in the BOM Do this Depending on the option selected in the Use field, enter the percentage of margin or markup in the Items Default Formula field that you expect to receive from each item on the BOM. 2. Select the items to which you want to apply the default percentage calculations by doing one of the following: Select the items on the BOM to which you want to apply the formula. Select All Rows next to the Items Default Formula field to apply the calculation to all rows on the BOM. 3. Click Apply to Items to apply the calculation to the items. 1. Depending on the option selected in the Use field, enter the percentage of margin or markup in the Items Default Formula field that you expect to receive from the components, or items related to an item on the BOM. 2. Select the components to which you want to apply the default percentage calculations by doing one of the following: Select the component items on the BOM to which you want to apply the formula. Click the components icon next to an item to view the components for that item. Select All Rows next to the Related Items Default Formula field to apply the calculation to all components on the BOM. 3. Click Apply to Related Items to apply the calculation to the components. 4. Use the remaining pricing options, as needed: To... to update the margin/markup for item lines Do this: Select "All Rows" to update all item lines or select "Selected Rows" and select the rows to update. Enter the margin/markup percentage in the field. Click Apply to Items. Note: If you update an item that is part of a lot (selected or all), all the lines for that lot will be updated, including component lines. to update the margin/markup for component lines Select a component line Use the Unit Priced Components Default Formula option. Click Apply to Components. Note: This selection does not update lines that are part of a lot. apply an adjustment across an entire vendor line round unit prices to whole numbers Use the Adjustment Percent option. Enter the percentage to adjust and select the vendor from the dropdown menu. Click Apply Adjustment. These adjustments apply to all products, including lot items. Use the Round Unit Prices option. Select the vendor line for whose products you want to round unit prices from the drop-down menu. Click Apply to Vendor Items. 164

175 Job Management Release To... apply quotation pricing for a vendor apply changes in costs or prices for stock items on a bill of material list Do this: Use the Quotes option. Select the quote name from the drop down list. Click Apply Quote. Use the Use to Update Stock Cost/Price option. Select the customer whose pricing information you want to apply for stock items. Click Apply to Stock Items. 5. Click Save to save your changes and continue creating the BOM. See Also: Adding Components to Items on the Bill of Materials Creating the Bill of Materials 165

176 Applying Quote Pricing to Awarded Jobs Applying Quote Pricing to Awarded Jobs Using Eclipse, you can define a quote for price groups or products. You can then select the quote to apply the special pricing to the products that are on the bill of materials for awarded jobs. Quotes are: Assigned to any customer. Notify customers of a special price quote and instruct them to relay the quote name or number to the order taker. Assigned an effective date and an expiration date. After the expiration date is reached, the quote is no longer offered as an option in the bill of materials. Assigned an original quantity and a remaining quantity for each product assigned to the quote. The amount can be in units, pounds, load factor, or dollars worth of product. When the remaining quantity reaches zero, the quote pricing expires. If a customer orders more than the remaining quantity of a product on a quote, normal pricing goes into effect for the number of items over the remaining quantity. For more information about creating quotes using Quote Maintenance, see the Eclipse or Solar Eclipse online help. To apply quote pricing to an awarded job 1. Create the Bill of Materials (BOM) and award the job to a customer. 2. From the Job Summary menu bar, click Bill of Materials to display the BOM for the job. 3. In the Quotes field, select the quote you want to apply to the stock items on the BOM. 4. Click Save to save the changes to the BOM. 166

177 Job Management Release Defining Engineering Fees for Jobs For some of your jobs, you might work with a manufacturer representative when bidding items. These representatives add value to the supply chain by providing a single-stop shop for distributors for sourcing, costing, and bundling material needed for large and potentially complex jobs. The representatives do the majority of the leg work for identifying all the material needed for the job, determining the appropriate manufacturer and product types. In return, you pay them a fee for doing this work in the form of an engineering fee. You can define engineering fees that you are charged for a job directly on the bill of materials (BOM), and create purchase orders for those fees. You then apply these fees during the receiving process. For exampleyou are working with a rep that gives you a cost for items on the BOM at $10,000. At early points in the bidding process, the representative might not know who the actual vendor is that will be supplying the material. When you award the job, you tell the rep that you need the final pricing on the material, and at this point you need the vendor information to creating the purchase orders for the job. The rep provides you with the name of the vendor, and indicates at this point that the actual material cost is $9000 and the engineering fee is $1000. When you have this information, go back into the BOM and decrease the amount of the material by $1000 and add that as the engineering fee for the job., Important: To apply engineering fees, you must have representatives defined and associated with vendors and manufacturers. You must be assigned the JOB.MGMT.BOM authorization key to create and work with the BOM for a job. To define an engineering fee for a job: 1. On the Job Management Home page, create a job or search for an existing job. 2. From the Job Summary menu bar, click Bill of Materials to display the bill of materials for that job. 3. Click Engineering Fees to display the engineering fees table. A list of default reps defined on the Maintenance page displays. Hold your mouse over the rep's name to view information regarding the line items on the BOM to which the rep is associated. Field Description # of Line Items The total number of line items on the BOM assigned vendors associated with the rep. Total Cost Total Sell GP% Vendors The total cost of the line items on the BOM assigned vendors associated with the rep. This amount is the total of the extended costs for each item associated with the rep. The total sell price of the line items on the BOM assigned vendors associated with the rep. This amount is the total of the extended sell prices for each item associated with the rep. The gross profit percentage, as determined by the pricing matrix for the items, customers, and products on the BOM. The vendors assigned to line items on the BOM that are associated with the rep. 167

178 4. In the Fee column, enter the dollar amount to pay the representative for this job. Defining Engineering Fees for Jobs After you have started creating purchase orders for items on the BOM, you can make changes to this amount using change orders. 5. Click Save to save your entries. See Also: Applying Default Pricing Formulas to a Bill of Materials Bill of Materials for Jobs Overview 168

179 Job Management Release Printing or Exporting Bills of Materials You might need to print the bill of materials (BOM) for a job, or export it to view it in an external program such as Microsoft Excel. To print the BOM, you must first export the content to an.xls file, and then print it from an external program. You must be assigned the JOB.MGMT.BOM authorization key to create and work with the BOM for a job. To export a Bill of Material: 1. Create the Bill of Materials and save it. 2. Select More Actions > Excel menu, select Export in the bill of materials header. The application exports the file in.xls format and prompts you to open with Excel. The system saves the job information on a separate worksheet within the Excel workbook and treats each line item as a separate row in the spreadsheet. By default, the system names the file bom.xls. Note: The system exports the full description of the Bill of Materials when exporting to a spreadsheet and lists any alternate BOMs alphabetically. 3. From the File menu, select Save As to save the file to a directory on your computer or network with a more meaningful name. If you import the exported BOM into a different job, import the worksheet that contains the BOM list. See the Microsoft Excel documentation for details about working with.xls files. See Also: Creating the Bill of Materials Bill of Materials for Jobs Overview 169

180 Customizing the Bill of Materials Views Customizing the Bill of Materials Views You can select the columns you want to display on your bill of material views. The selections apply to your user for all bills of materials you manage. For example, you may deal primarily with the margin percentage and you want to hide the extended cost or sell. You can deselect those columns and leave your most-used columns visible. Note: If you are interrupted and your user session times out, the system may not save your settings. To customize your column view: 1. Display a bill of material. 2. From the More Actions drop-down menu, select Columns: 3. Use the check boxes to select or deselect the columns you want to display. The columns are dynamically added or removed. You can change the view at any time while in the BOM. Example of Column Selection Before selection: 170

181 Job Management Release After selection: For more information about using Job Management, access the application specific help from the Job Management's Help button. 171

182 Managing Purchase Orders and Releases Overview Managing Purchase Orders and Releases Overview After you award a job to a customer, and finalize the cost and sell information with your vendors and the customer, you can begin to create purchase orders for the items on the bill of materials (BOM) for a job. As you create purchase orders for items on the BOM, the system creates the orders to send to your vendors, and also creates direct orders that you can view in Eclipse. Each direct order created contains both the sales order for the customer and the purchase order for your vendor. You can also create multiple purchase orders for a job, depending on your vendor's business needs. The system creates orders for material that is not coming from your inventory as direct orders. For material that you have in stock, the system creates standard sales orders. The price for stock product on the Job Management sales order is flagged as an override. If you have the Reprice Sales Order Upon Invoicing control maintenance record set to No, the system respects the price you set on the BOM for the stock product. If the control maintenance record is set to Yes, the system reprices the product at the time of invoicing to respect the most recent price updates you might have made in Eclipse. You must be assigned the JOB.MGMT.MANAGE.PO authorization key to create purchase orders and releases. Note: You can view the direct order in Eclipse or Solar Eclipse and change the ship status to any all or ship status. You can also change the print flag to Invoice. However, if you need to make any other changes to the order or to cancel the order, you need to use change orders in the Job Management application. The Manage POs page groups all the items on the BOM starting with items you plan to pull from your stock, and then by the vendors as assigned on the BOM. When you first access the Manage PO page, you have the option to create the following purchase order types for each vendor: Reserve PO - Reserves the order number for future use and sends the number to the vendor. Reserve POs are not required, however, your vendor might require a purchase order number prior to working with you regarding pricing for the job. Hold for Release PO - Tells your vendor what items you need for the job, creates a direct order in Eclipse, but does not authorize the vendor to ship any items to your customer. Hold for Release POs are not required, unless you are creating partial releases for a job. Release POs - Tells your vendor that they can ship items to your customer and generates a direct order in Eclipse based on the customer and vendor information specified for the job. If you create a Release PO for stock items, the system creates a standard sales order, not a direct order. Direct Through Stock - If the Direct Through Stock tab is activated, the customer has customerowned inventory (DTS) in the warehouse. DTS material generates an Eclipse purchase order, but the material is retrieved from the DTS inventory. Note: Eclipse allows setting a specific format for P/O numbers through Customer Maintenance. As of Job Management Release 9.0.4, jobs and change orders now respect that setting and displays an alert if that format does not match. As you create orders for a vendor for a job, the page updates the options available, based on the orders you have created for the vendor. In the following example, a Hold for Release PO was created and sent to Cooper Lighting on January 16, Therefore, the option to create a Hold for Release PO or a Reserve PO are no longer available for the vendor. 172

183 Job Management Release The page speeds up the order creation process by allowing you to create multiple orders at one time. For example, if you are ready to create Hold for Release POs for all your vendors, select that option for each vendor on the page and click Create POs at the bottom of the page. The system sends you to a page where you specify delivery information for each individual order and then create and send the documents for each order at the same time. If a vendor has a submittal in a pending status, such as On Submittal or Hold, the item displays with red informational icon on the Manage POs page. You can still release these items. See Also: Reserving Purchase Order Numbers for Jobs Creating Hold for Release Purchase Orders for Jobs Releasing Items for Jobs Creating Partial Releases for Jobs Creating Purchase Orders for Engineering Fees for Jobs 173

184 Reserving Purchase Order Numbers Reserving Purchase Order Numbers Your vendors might require a purchase order number from you to do any work on a quote for the material you need for a job. To provide this number for your vendor, and to reserve the number in Eclipse, create a Reserve PO. Creating a Reserve PO for the vendor does not lock the items for the vendor on the bill of materials (BOM), nor does it release any items for the job, but it alerts the vendor that you will require the items at a future date. Note: Eclipse allows setting a specific format for P/O numbers through Customer Maintenance. As of Job Management Release 9.0.4, jobs and change orders now respect that setting and displays an alert if that format does not match. Reserve POs are not required to release material for a job. However, your job scenario might require Hold for Release POs prior to releasing items for a job. You can select how much information you want to include on the Reserve PO. For example, you can create it to include the order number but no information regarding quantities, product descriptions, or cost information for the job. You must be assigned the JOB.MGMT.MANAGE.PO authorization key to create purchase orders and releases. To reserve a purchase order number: 1. Award the job to a customer and finalize the contents on the BOM. 2. In the Job Summary menu bar, click Manage PO to display the Manage POs and Releases page. The page lists the items on the BOM by vendor. For more information about the contents of the page, see Managing Purchase Orders and Releases for Jobs Overview. 3. For each vendor for which you want to create a Reserve PO, select the Send Reserve PO check box under the vendor's name and click Create POs at the bottom of the page. If you have created a Hold for Release PO or have released items for the vendor, the Send Reserve PO option is no longer available for the vendor. Note: As you create POs for the job, you can select to create different PO types from this page. When you click Create POs, the system displays the settings for Reserve POs first, Hold for Release POs second, and Release POs last on the next page. 4. In the Create a Reserve PO section, select how you want to send the Reserve PO to the vendor. 5. Select the information you want to include on the Reserve PO. Field Show Line Items Show Cost Description Select Yes to include the quantities and the items descriptions as they are defined on the BOM. Deselect this option to send the Reserve PO without any information regarding quantities or products for the job. Select Yes to include the cost information for the items on the BOM. Deselect this option to send the Reserve PO without any information regarding the cost of items for the job. 174

185 Job Management Release Field Subtotal Components Custom Text Message Description Select Yes to include a subtotal of the cost of an item and all its components. Enter any comments in the adjacent field to include at the bottom of the Reserve PO. For example, you might want to comment on the quantities or items included. Deselect this option to send the Reserve PO without any additional comments. 6. In the Freight Terms field, select how the vendor expects to be paid for freight charges for the order. 7. In the Internal Notes field, enter any confidential comments that you want to note for the order, but that you do not want to include on the Reserve PO sent to the vendor. 8. Click Confirm to create the Reserve PO or click Cancel to remove your changes and return to the Job Summary page for the job without creating the Reserve PO. The system sends the Reserve PO to the vendor according to the information you entered in step 5 and creates the direct order in Eclipse. If you are entering information for more than one Reserve PO or more than one purchase order type on this page, the system sends all the purchase orders when you click Confirm. 175

186 Creating Hold for Release Purchase Orders Creating Hold for Release Purchase Orders When you have the final numbers for the items on the bill of materials (BOM), create a Hold for Release purchase order (PO) to create a direct order in Eclipse based on the customer and vendor information specified for the job. Hold for Release POs are useful as a communication tool to tell your vendor what items you need for the job, especially when you are ordering a large quantity of an item, but does not authorize the vendor to ship any items to your customer. As the job progresses, you authorize the vendor to send shipments of the items using Release POs. Note: Creating a Hold for Release PO for stock items creates the sales side of the direct order, but does not create the purchase order side, because a purchase order is not required for items that you carry in stock. Use Hold for Release POs for stock if you want to release items in partial shipments. Creating a Hold for Release PO locks the items for the vendor on the BOM. If you need to make changes to the BOM after creating a Hold for Release PO for a vendor, use change orders. Hold for Release POs are not required. Create Hold for Release POs if you plan to release an item in multiple shipments from the vendor. If you created a Reserve PO prior to the Hold for Release PO, the system updates the order to reflect the status, but keeps the same order number. Note: Eclipse allows setting a specific format for P/O numbers through Customer Maintenance. As of Job Management Release 9.0.4, jobs and change orders now respect that setting and displays an alert if that format does not match. You must be assigned the JOB.MGMT.MANAGE.PO authorization key to create purchase orders and releases. To create a Hold for Release PO for a job: 1. Award the job to a customer and finalize the contents on the BOM. 2. In the Job Summary menu bar, click Manage PO to display the Manage POs and Releases page. The page lists the items on the BOM by vendor and the PO number assigned to the release. For more information about the contents of the page, see Managing Purchase Orders and Releases for Jobs Overview. 3. For each vendor for which you want to create a Hold for Release PO, select the Send Hold for Release PO check box under the vendor's name. 4. In the P/O Number field, select the purchase order you want to send the information on. 5. Click Create POs at the bottom of the page. If you have created a Hold for Release PO or have released items for the vendor, the Send Hold for Release PO option is no longer available for the vendor. Note: As you create POs for the job, you can select to create different PO types from this page. When you click Create POs, the system displays the settings for Reserve POs first, Hold for Release POs second, and Release POs last on the Create POs page. 6. In the Create Hold for Release POs section, in the Representative field, select the vendor's representative to which to apply engineering fees for the order. 176

187 Job Management Release Select how you want to send the Hold for Release PO to the vendor. 8. In the Freight Terms field, select how the vendor expects to be paid for freight charges for the order. 9. In the Order by field, enter the name of the person ordering the items on the purchase order. 10. In the Customer Release # field, enter the optional number the customer has assigned to this order for tracking purposes. This is a number assigned to the order in addition to a PO number. 11. In the Payment Terms field, select how the vendor expects to be paid for the order. 12. In the Subtotal Components field, select Yes to include a subtotal of the cost of an item and all its components. 13. In the Internal Notes field, enter any notes that you want to make regarding the order that you do not want to print on the actual order. The notes you enter here display in the Internal Notes field in the Sales Order Entry header for the order. 14. In the Vendor Instructions field, enter any information regarding the shipment of items on the order and select where on the form you want to display the vendor instructions. The notes you enter here display in the Shipping Instructions field in the Sales Order Entry header for the order. They also print on the actual purchase order. 15. Click Confirm to create the Hold for Release PO or click Cancel to remove your changes and return to the Job Summary page without creating the Hold for Release PO. After you click Confirm, the system locks the items on the BOM for this vendor, sends the Hold for Release PO to the vendor according to the information you entered in step 5, and creates the direct order in Eclipse. You can view the direct order in Eclipse or Solar Eclipse, however, if you need to make a change, you need to use change orders in the Job Management application. See Also: Reserving Purchase Order Numbers Releasing Items from Vendors or from Stock Managing Purchase Orders and Releases Overview Viewing Vendor Cost, Price, and Transactions 177

188 Using Multiple Purchase Orders in Job Management Using Multiple Purchase Orders in Job Management Depending on your business needs, Job Management supports using multiple purchase orders by vendor. There is no limit to the number of purchase orders you can create for each job. In all the locations that you need to connect a document to a purchase orders, such as in Manage PO or Reserve PO, you have a dropdown list for all the purchase orders on that job. This selection lets you pick the correct purchase order for the document you are working with. Any selection updates the table. When creating multiple purchase orders for items that are already on the bill of material, the system creates new line items on the bill of material to keep the items separated. The items are never combined with other vendor purchase orders on the job. You can receive the items by purchase order. Receiving shows only those line items for active purchase orders. The Job Summary page displays multiple purchase orders for an item that is on more than one purchase order to a vendor. You can expand and collapse the detail, as needed. Note: Eclipse allows setting a specific format for P/O numbers through Customer Maintenance. As of Job Management Release 9.0.4, jobs and change orders now respect that setting and displays an alert if that format does not match. Change orders function the same way with multiple purchase orders and with single purchase orders. You can have as many change orders as necessary on your job, but you need to select the purchase order that your associating the change to. Note: Lots do not cross multiple purchase orders. To add an additional purchase order to a job: 1. In the Job Summary menu bar, click Change Orders to display the Pending Change Orders page. 2. Select a change order or click New to display the Create Change Order page. 3. Add or update any items for your change order. 4. In the P/O Number column, select New P/O. 5. Send your change order. A new purchase order for that change is created. 178

189 Job Management Release Note: If you have multiple purchase orders for a job, you can review which purchase orders apply using the POs and Releases tab under Manage POs. A drop-down list displays if more than one purchase order has been created. 179

190 Releasing Items from Vendors or from Stock Releasing Items from Vendors or from Stock A Release PO indicates to your vendor that they can ship items to your customer and generates a direct order in Eclipse based on the customer and vendor information specified for the job. If you created a Hold for Release PO or a Reserve PO for the vendor, the system continues to use that order number to release the material. Note: Creating a Release PO for stock items creates a standard sales order, as a direct order is not required. Creating a Release PO locks the items for the vendor on the Bill of Materials (BOM). If you need to make changes to the BOM after releasing material, you need to use change orders. You cannot release a quantity for more than what is on-hand in the warehouse. The system alerts you, if this is the case. The system also displays an error if you try to release products in a Delete status. If you plan to do a partial release of items, you need to create a Hold for Release PO for the vendor prior to creating a partial Release PO. For more information about completing partial releases, see Completing Partial Releases for Jobs. Important: If items in the BOM are assigned a line item status that is marked as Item Cannot be Released, the system displays a warning icon on the Manage POs page that indicates that an item is still in a status tagged as ineligible for release. The warning is only an informational indication, and does not prevent you from releasing the item. You must be assigned the JOB.MGMT.MANAGE.PO authorization key to create purchase orders and Release POs. You can only release items from a vendor authorized for the current ship branch assigned to the job, unless you have previously created a Reserve PO or Hold for Release PO for the items. Note: If a customer is on Credit Hold, you cannot release material for the job for that customer. The credit hold order displays in the Open Order Status Review Queue in Eclipse for review. To release all the available quantities from a vendor: 1. Award the job to a customer and finalize the contents on the BOM. 2. In the Job Summary menu bar, click Manage PO to display the Manage POs and Releases page. The page lists the items on the BOM by vendor. For more information about the contents of the page, see Managing Purchase Orders and Releases for Jobs Overview. 3. For each vendor for which you want to release items, select the Release All check box under the vendor's name and click Create POs at the bottom of the page. As you create POs for the job, you can select to create different PO types from this page. When you click Create POs, the system displays the settings for Reserve POs first, Hold for Release POs second, and Release POs last on the next page. Note: If you are releasing items that do not have an approved submittal status, enter the reason for overriding the status and approving the items for release and click Yes to continue. 180

191 Job Management Release If you plan to do a partial release of items, you need to create a Hold for Release PO for the vendor prior to creating a partial Release PO. For more information about completing partial releases, see Completing Partial Releases for Jobs. 4. Select how you want to send the Release PO to the vendor. 5. Complete the following fields for the Release PO: Field Show Cost Subtotal Components Release Date Require Date Customer Release # Ship Via Ship From Branch Description Select Yes to include the cost information for the items on the BOM. Deselect this option to send the Reserve PO without any information regarding the cost of items for the job. Select Yes to include a subtotal of the cost of an item and all its components. Select the date on which you authorize the vendor to send the items to your customer. Select the date the customer needs the items on the order. Enter the optional number the customer has assigned to this order for tracking purposes. This is a number assigned to the order in addition to a PO number. Select the shipping method used to send the items to the customer, for example, UPS. Select the branch from which the material should be shipped to the customer. The default is the shipping branch listed when the job is created. Note: This feature is available only on stock orders. Freight Terms Payment Terms Release Number Order By Ship To Address Display Vendor Instructions Vendor Instructions Select how the vendor expects to be paid for freight charges for the order. Select how the vendor expects to be paid for the order. Enter an identifier for the release. For example, if you are authorizing your vendor to ship items to your customer in three shipments, you can indicate this is release 1a in the Release Number field. The release number is informational only and does not display on the order in Eclipse. If you authorize multiple shipments from a vendor, the system does not create a new generation on the Eclipse order. The release number is provided to the vendor through the purchase order documents sent directly from Job Management. Enter who placed the order. Displays the address for the customer awarded the job, as defined in the customer's Customer Maintenance record. You can make changes to the shipping address for the release here. The changes you make are not saved to the Eclipse Customer record and are therefore specific to this job. This is helpful if your customer wants the vendor to ship items directly to a job site. Select where you would like the vendor instructions you enter or select in the Vendor Instructions field to display on the order. Enter any information regarding the shipment of the items that you want to include on the order. To select from suggested vendor instructions that you have defined in Eclipse, click the search icon next to the field. 181

192 Releasing Items from Vendors or from Stock Field Internal Notes Description Enter any notes about the release of items that you want to make but do not want to include in any documentation that goes to your customer or to the vendor. To select from suggested internal notes that you have defined in Eclipse, click the search icon next to the field. 6. Click Confirm to create the Release PO or click Cancel to remove your changes and return to the Job Summary page without creating the Release PO. The system locks the items on the BOM for this vendor, sends the Release PO to the vendor according to the information you entered in step 4, and creates the direct order in Eclipse. You can view the direct order in Eclipse or Solar Eclipse, however, if you need to make a change, you need to use change orders in the Job Management application. 182

193 Job Management Release Creating Partial Releases Your customer might require that items for the job ship to them in smaller quantities than the total required for the job. For example, if the job is a three story apartment building, the contractors might be ready for all the light fixtures for floor one but not for the other two floors. Instead of sending all the fixtures to a site that could be damaged while they wait for installation, release shipment of only the fixtures required for floor one. A Release PO indicates to your vendor that they can ship items to your customer and generates a direct order in Eclipse based on the customer and vendor information specified for the job. If you created a Hold for Release PO or a Reserve PO, the system uses that order number to release the material. You must be assigned the JOB.MGMT.MANAGE.PO authorization key to create purchase orders and releases. To create a partial release from a vendor: 1. Award the job to a customer and finalize the contents on the BOM. 2. Create a Hold for Release PO for the vendor. 3. From the Job Summary menu bar, click Manage POs to display the Manage POs and Releases page. 4. In the Release Now column for each item, enter the quantity you want to include on the Release PO. and click Create POs at the bottom of the page. Note: You cannot release a quantity for more than what is on-hand in the warehouse. The system alerts you, if this is the case. The system also displays an error if you try to release products in a Delete status. 5. Select how you want to send the Release PO to the vendor. 6. Complete the following fields for the partial Release PO: Field Release Date Require Date Ship Via Freight Terms Release Number Description Select the date on which you authorize the vendor to send the items to your customer. Select the date the customer needs the items on the order. Select the shipping method used to send the items to the customer, such as UPS. Select how the vendor expects to be paid for freight charges for the order. Enter an identifier for the release. For example, if you are authorizing your vendor to ship items to your customer in three shipments, you might indicate this is release 1A in the Release Number field. The release number can be alpha-numeric 183

194 Creating Partial Releases Field Ship To Address Description Displays the address for the customer awarded the job, as defined in the customer's Customer Maintenance record. You can make changes to the shipping address for the release here. The changes you make are not saved to the Eclipse Customer record. Note: We recommend keeping each line under 35 characters. The system automatically adds a carriage return at the 35 character mark. While Job Management saves all lines in this field, only the first five lines display on forms and address fields in Eclipse. Vendor Instructions Internal Notes Enter any information regarding the shipment of the items that you want to include on the order. To select from suggested vendor instructions that you have defined in Eclipse, click the search icon next to the field. Enter any notes about the release of items that you want to make but do not want to include in any documentation that goes to your customer or to the vendor. For example, you might have reminders for your staff about the order that you do not want to include in the customer's order documentation. To select from internal notes that you have defined in Eclipse, click the search icon next to the field. 7. Click Confirm to create the partial Release PO or click Cancel to remove your changes and return to the Job Summary page without creating the Release PO. After you click Confirm, the system locks the items on the BOM for this vendor, sends the Release PO to the vendor according to the information you entered in step 5, and creates the direct order in Eclipse. You can view the direct order in Eclipse or Solar Eclipse, however, if you need to make a change, you need to use change orders in the Job Management application. See Also: Releasing Items from Vendors or from Stock Creating Hold for Release Purchase Orders Reserving Purchase Order Numbers Managing Purchase Orders and Releases Overview Viewing Vendor Cost, Price, and Transactions 184

195 Job Management Release Creating Purchase Orders for Engineering Fees For some of your jobs, you might work with a manufacturer representative when bidding items for large jobs. Define engineering fees that you are charged for a job directly on the bill of materials (BOM), and create purchase orders for those fees. The system creates the purchase order using the Default Engineering Fee Product you set in the Host Settings or the Job Management Admin control maintenance record. You must be assigned the JOB.MGMT.MANAGE.PO authorization key to create purchase orders and releases. To create a purchase order for an engineering fee for a job: 1. Award the job to a customer and applying the engineering fees to the bill of materials. 2. In the Job Summary menu bar, click Manage PO to display the Manage POs and Releases page. The page lists the items on the BOM by vendor, with engineering fees listed at the bottom of the page. Each representative who has an engineering fee entered for the job displays in the Engineering Fees section of the page. 3. Select the Create PO check box for each representative for which you want to create a purchase order to pay their engineering fees. 4. Click Create POs to display the Create POs page. Note: Eclipse allows setting a specific format for P/O numbers through Customer Maintenance. As of Job Management Release 9.0.4, jobs and change orders now respect that setting and displays an alert if that format does not match. 5. For each representative, select how you want to send the purchase order. 6. Click Confirm to create the engineering fee purchase order or click Cancel to remove your changes without creating the purchase order. After you click Confirm, the system creates the purchase order in the system, and lists it in the Transactions section of the Financial Summary page. See Also: Applying Engineering Fees Defining Eclipse (Host) Settings 185

196 Splitting Items into Smaller Components for Release, Receiving, and Return Splitting Items into Smaller Components for Release, Receiving, and Return As you are ordering, receiving, or accepting returns for items for a job, you might find that an item you ordered as a single unit is actually shipped as separate components. For example, you enter 100 of Item A on the bill of materials (BOM) for $10.00 each. As the job progresses, you find that Item A is split into three different components, each shipped separately from the vendor because each component is installed at a different stage of construction. Split an item to create components on the bill of materials (BOM), release the components separately from the vendor, receive the components separately on the Receive Material page, and adjust the cost for each component, as needed. Important: If you click Cancel in the Manage POs and Releases or Receiving Material page after splitting components but before creating purchase orders or payables, the split definitions are also canceled. The cost and sell price are returned to the original amount for the line item. To split an item into smaller components: 1. From either the Manage POs page or the Receive Material page, click the split item icon next to the line item you want to split to display the Split Item dialog box. 2. In the Type field at the top of the window, modify the generic name for the kind of item needed for the split, if necessary. The name must be unique to BOM for the job. 3. In the Description field at the top of the window, modify the description of the original item if necessary. For example, you entered an item on the BOM as Item A to reflect the information on the Item Schedule for the job. As the job progresses, you determine that Item A is broken into two distinguishable parts. As you split the item, rename the original item to better identify it. 4. For each additional part for the item, enter the following information: Field Qty per/item Description Cost Description Enter the quantity per item that you want to split. The quantity you enter here is multiplied by the quantity of the original item. Enter the description of the new item. Enter the cost per item. The total cost for all the items you are splitting cannot exceed the cost for the original item. Note: If you are splitting items prior to creating purchase orders and releasing material, if you do not know the cost of the individual piece, leave this field set to $0.00. You can enter the cost for split items with a $0.00 cost when you enter receiving information. At that point the system calculates the dollar balance for the original item. To add rows to accommodate additional splits, enter the number of rows you want to add in the Add more rows field and click Add More Rows. 5. Click Split Item to add the new items or click Cancel without creating the new items. 186

197 Job Management Release Viewing Purchase Order History for Vendors As you are creating purchase orders for a job, you can view the past purchase orders for a vendor directly from the Manage PO page. To view purchase order history for vendors on a job: 1. Award the job to a customer and finalize the contents on the BOM. 2. In the Job Summary menu bar, click Manage PO to display the Manage POs and Releases page. The page lists the items on the BOM by vendor. For more information about the contents of the page, see Managing Purchase Orders and Releases for Jobs Overview. 3. Navigate to the vendor for which you want to view the purchase order history. 4. Click View PO History in the vendor's section of the page to display the PO History window for the vendor. The PO History window displays the purchase actions made for the vendor, such as Hold for Release purchase orders, and also includes the date and time and who sent the purchase orders. Click the purchase order link to display a PDF copy of the document. 187

198 Sending Order Acknowledgements to Customers Sending Order Acknowledgements to Customers An order acknowledgement provides information to a customer regarding the purchasing progress for the items for the job. You can select whether to generate an order acknowledgement for only products on include on either a Hold for Release PO or a Release PO, or run the acknowledgement for the entire job. Order acknowledgements are available for any job that you have awarded to a customer. To send an order acknowledgement to a customer: 1. On the Job Management Home page, search for an existing job and open that job. 2. From the Job Summary menu bar, click Job Summary to display the Job Status for the job. 3. Click the Info/Settings tab to display the general information for the job. Note: The job must be awarded to display the Info/Settings tab. 4. In the Customer Information area, click Re-Send Bid/Order Acknowledgement link to display the Send Bids/Order Acknowledgements page. 5. Define the send options based on the form settings available. For more information, see Defining Form Settings in this documentation. 6. Complete the rest of the options as you would if you were sending the customer a bid. 188

199 Job Management Release Creating Purchase Order Summaries for Vendors As you are working a job you can create a Purchase Order Summary that shows all the products ordered from that vendor so far for the job. Note: Purchase Order Summaries are only available for a vendor after you have created a Reserve PO, Hold for Release PO, or a Release PO for the vendor. Eclipse allows setting a specific format for P/O numbers through Customer Maintenance. As of Job Management Release 9.0.4, jobs and change orders now respect that setting and displays an alert if that format does not match. To create a Purchase Order Summary for a vendor: 1. On the Job Management Home page, search for an existing job and open that job. 2. In the Job Summary menu bar, click Manage PO to display the Manage POs and Releases page. The page lists the items on the BOM by vendor. For more information about the contents of the page, see Managing Purchase Orders and Releases for Jobs Overview. 3. For each vendor for which you want to create a Purchase Order Summary, select the PO Reprint check box under the vendor's name and click Create POs at the bottom of the page. 4. Select how you want to send the Purchase Order Summary to the vendor. 5. In the Reprint Quantity field, select Ordered. This indicates that you are sending a Purchase Order Summary of all the items ordered from this vendor for this job. 6. Indicate how you want items and costs to display on the summary using the remaining options. 7. To include a message specific to this Purchase Order Summary, enter your free form text in the Custom Text Message box. The comments you enter here display on the printed document. 8. Click Confirm at the bottom of the page to send the Purchase Order Summary, or click Cancel to exit without creating the document. 189

200 Creating Lists of Open Items for Vendors Creating Lists of Open Items for Vendors As you are working a job you can create an Open Purchase Order that shows all the products ordered from that vendor that you have not yet received. Note: Open Purchase Orders are only available for a vendor after you have created a Hold for Release PO or a Release PO for the vendor. To create an Open Purchase Order document for a vendor: 1. On the Job Management Home page, search for an existing job and open that job. 2. In the Job Summary menu bar, click Manage PO to display the Manage POs and Releases page. The page lists the items on the BOM by vendor. For more information about the contents of the page, see Managing Purchase Orders and Releases for Jobs Overview. 3. For each vendor for which you want to create an Open Purchase Order document, select the PO Reprint check box under the vendor's name and click Create POs at the bottom of the page. 4. Select how you want to send the Open Purchase Order document to the vendor 5. In the Reprint Quantity field, select Open. This indicates that you are sending an Open Purchase Order document of all the items that you have ordered but not received from this vendor for this job. 6. Indicate how you want items and costs to display on the document using the remaining options. 7. To include a message specific to this document, enter your free form text in the Custom Text Message box. The comments you enter here display on the printed document. 8. Click Confirm at the bottom of the page to send the Open Purchase Order, or click Cancel to exit without creating the document. See Also: Creating Purchase Order Summaries for Vendors Managing Purchase Orders and Releases Overview 190

201 Job Management Release Reprinting Hold for Release Purchase Orders If needed, you can reprint a Hold for Release (HFR) POs. For example, you complete a bid and send a Hold for Release PO to yourself for review. You find that you have not added the quantities correctly. You can create a change order with an internal-only change to fix the quantities, then reprint the Hold for Release PO without sending anything to the vendor. Note: Eclipse allows setting a specific format for P/O numbers through Customer Maintenance. As of Job Management Release 9.0.4, jobs and change orders now respect that setting and displays an alert if that format does not match. To reprint an HFR: 1. In the Job Summary menu bar, click Change Orders to display the Pending Change Orders page. 2. Click the number for the change order you need to reprint. 3. Make any necessary updates to the required fields, optional fields, or the items listed in the change order table. 4. Select Internal change order and then Send Approved Change Order. 5. Click Send Change Order. 6. From the Job Summary page, click Manage PO to display the Manage POs and Releases page. 7. Select Hold for Release Reprint and click Create POs. 191

202 Eclipse Orders Created for Job Management Direct Orders Eclipse Orders Created for Job Management Direct Orders As you are ordering products for a job, the system creates orders for material that is not coming from your inventory as direct orders. For material that you have in stock, the system creates standard sales orders. You can view the orders created for a job within Eclipse. For direct orders, line item detail for a job is not available until you receive material for the order within Job Management. Instead, an order is created in Eclipse with a single placeholder item on an open generation, indicating that you should review the order in Job Management to review the detail. Note: If you are working with a Job Management order, you may be unable to change the Ship To field, depending on the status of the order. To change the Ship To field you need to go to Job Summary > Info/Settings and change it by using the Override Ship To Address or the Change customer this job is awarded to. The system keeps the cost and price information updated with the total cost and price of all items on a direct order from that vendor that you have not yet received within Job Management. When you begin to receive products for the order in Job Management, the received items are placed on separate generations as you receive them. The placeholder item remains on the open generation, its cost and price information being updated appropriately to reflect the remaining order balance, until you have received the entire order. At that time, the open generation with the placeholder item is removed. Note: Placeholder items only apply to direct orders. Orders for items that you carry in stock, including items created as non-stock products through Job Management, contain the item detail to ensure that inventory is allocated correctly. Detail is available for return orders, so you can still print pick up documents out of Eclipse for your returns. 192

203 Job Management Release Entering Shipping Information for Items Your vendors might provide shipping information, such as tracking numbers, that you want to enter and manage with the other information about the job. View and enter shipping information for line items on the Job Summary page to track what items have gone to your customers. Enter shipping information as you receive it either through shipment notifications or invoices from your vendor. You can enter as many shipments for an item as is needed to accommodate each phase of a job. Contacts that log in to your Job Management system can also see their job shipment information. To compile the shipment information in this table in a report to send to your customer, create a Shipping Status Report. On the Job Summary page, items that have been shipped display the shipping information including the estimated ship date, the shipper and the tracking information. You can see at-a-glance what has been shipped and when you can expect to receive the quantities. To enter shipping information for an item: 1. After the bid has been finalized, award the job to a customer. 2. Click Job Summary in the menu bar from any page in an active and awarded job. 3. Click the Shipment Summary tab to view the statuses of the items for the job. 4. Find the item you want to add to a shipment and select it using the check box next to the item using the column. Select multiple items to apply the same shipping information to each. 5. Populate the header fields with the information for the shipment, as needed. Column Use Available Qty Country of Origin* Est. Ship Date Shipper External Note Actual Ship Date Description Select if you want the system to populate the shipment with the current available quantity. Leave blank if you want to add that information manually. You can ship less than the released quantity for the item at a time. The system allows multiple shipments as long as they are different items. If you have more than one shipment selected on the same item using the column, the system disables the Use Available Qty functionality. The system does not update Direct Through Stock (DTS) shipments when using this option. If a DTS shipment is selected, the system displays a warning message that the Use Available Qty cannot be used to update the line items. Enter the country from which the goods are being shipped. The estimated date of shipment. The freight carrier for the items, such as UPS or FedEx. For each item in the shipment, enter any notes that you want to include in the documents for the shipment. The actual date of shipment. You can come back to this table to complete the field after the shipment has left your warehouse or vendor. 193

204 Entering Shipping Information for Items Column Tracking Info/Pro# Req. Release Req. On Site HTC* Description The shipment tracking number that your freight carrier generates and provides to you. Date by which materials need to be released from hold. The date material is required on the job site. Enter any Harmonizing Tariff Code (HTC) that may apply. This code is used by custom's agents to classify goods being shipped into the United States. These codes are used to determine the duties and taxes to be levied by the government for importing a product. This code is usually eight to ten characters long. The codes break down into identifying to declare the chapter, section, and subsection of the code book. * These fields may not display based on your settings in the Admin > Host Setting tab. The system updates the shipment table with the information you entered for each of the selected items. 6. Use the Rows per Page option and drop down menu to indicate how many summary rows you want to display. The default is All. 7. From the top of the table, click Add Shipment. 8. In the Qty field for each item in the shipment, enter the quantity of the item included in the shipment. You can ship less than the released quantity for the item at a time. 8. To run the Shipping Status Report immediately, click Shipping Status Report. To include items with a cancelled status select those items on the Shipments table. 9. Click Save above the table to save your entries. To update existing shipment information: 1. After the bid has been finalized, award the job to a customer. 2. Click Job Summary in the menu bar from any page in an active and awarded job. 3. Click the Shipment Summary tab to view the statuses of the items for the job. 4. Use the Rows per Page option and drop down menu to indicate how many summary rows you want to display. The default is All. 5. Find the item for which you want to change the shipment information and select it using the check box next to the item. Select multiple items to apply the same shipping information to each. 5. Make the necessary changes to the shipment information and click Update Shipment(s) to update the information for each selected item. 6. Click Save above the table to save your changes. To delete a shipment: 1. After the bid has been finalized, award the job to a customer. 2. Click Job Summary in the menu bar from any page in an active and awarded job. 3. Click the Shipment Summary tab to view the statuses of the items for the job. 194

205 Job Management Release Use the Rows per Page option and drop down menu to indicate how many summary rows you want to display. The default is All. 5. Find the shipment you want to delete and select it using the check box next to the item. Select multiple shipments to delete more than one. 6. Click Delete Shipment(s) to remove the shipments information from the list. 7. Click Save above the table to save your changes. About the Shipment Summary Tab Columns The following columns are available on the Shipment Summary tab: Column Type Vendor Description Status Description Selection check boxes to select which line items to apply actions to. The product type of the line item, such as Lights or Electrical. The vendor supplying the product. The full description of the product as listed in Product Maintenance. The current product status, such as Released or Shipped. An In Stock status indicates a Direct Through Stock purchase order has been created. The quantity indicated how much DTS material has been received into the warehouse and is ready for shipping to the job site. As soon as material has been shipped, a new row displays with a Shipment status indicating how much material is headed to the job site. If you are managing Direct Through Stock material, the status can be Shipping. The system validates the status using the Actual Ship Date on the order. Quantity Est Ship Dt Actual Ship Dt Req Release Req on Site Shipper Tracker Info/Pro# These shipment statuses display on the Shipping Status Report. The quantity required for the order. You can ship less than the released quantity for the item at a time. If you are managing Direct Through Stock material, this column is view-only. The In Stock row displays the quantity available in the DTS inventory in your warehouse. This quantity mirrors the DTS Avail column on the Job Summary tab and in the DTS Queue in the Eclipse application. The ship date estimated by the system. The ship date items were actually shipped. The required date the products should be released for the job. The required date the products are required on site for the job. The shipper name. This name is set in the Job Management Admin utility and defines the user who is shipping the material. The tracker information or product number. 195

206 Entering Shipping Information for Items Column HTC Country of Origin External Note Description The Harmonizing Tariff Code (HTC) that may apply. This code is used by custom's agents to classify goods being shipped into the United States. These codes are used to determine the duties and taxes to be levied by the government for importing a product. This code is usually eight to ten characters long. The codes break down into identifying to declare the chapter, section, and subsection of the code book. The country from which the goods are being shipped. Any external note posted for the product. 196

207 Job Management Release Entering Direct Through Stock Material in Job Management Eclipse offers the complete management of customer-owned inventory or Direct Through Stock material. The customer orders and purchases stock through the standard order entry process, but requests that you house the material in your warehouse to be delivered at a later date or piecemeal as your job requires. Direct Through Stock material is ordered and billed to the customer through Eclipse. Use the Direct Through Stock tab on the Job Management Admin control maintenance record to define default ship vias and locations for DTS material. The following options are available: Create & Receive DTS PO Ship Via - Select the default ship via to use for Direct Through Stock purchase orders when managing jobs with Direct Through Stock inventory. Create & Receive DTS PO Location - Select the default location to use when receiving Direct Through Stock material ordered for a job. DTS Shipper Name - Enter the name of the person or group shipping the material. This is a freeform field. Note: The system uses the shipping branch to create the DTS purchase orders. To enter Direct Through Stock material: 1. From any page in Job Management, click Home in the menu bar to display the Job Management Home page. 2. Create a job or view an existing job to display the Job Summary page. You can edit only jobs for which you have authorization or an associated role. 3. Add material to your bill of materials as usual. 4. Click Manage POs from the main menu and then the Direct Through Stock tab. 5. If you want to create the purchase order from a specific branch, use the DTS Ship From Branch drop down to select that branch. 6. Do one of the following: Use the New DTS Qty column to adjust quantities for line items with Direct Through Stock quantities available. Click Fill in with available quantities at the top of the table to automatically populate the New DTS Qty column with current available item counts. Click Clear quantities at the top of the table to clear all entries in the New DTS Qty column. Use the DTS PO Qty column details link quantities by purchase order. to display the Item Detail window and review 7. Use the split items icon to define all the products that are on the shipment, but not on the BOM or the Job Management purchase order without having to enter in all the related costs. You can continue to split items until all quantities have been received. 8. Use the Internal Notes drop-down box to add any notes you want to display on the purchase order header when it is created. 9. After quantities are correct, do one of the following: 197

208 Entering Direct Through Stock Material in Job Management Click Create DTS PO to submit the purchase order in Eclipse. Click Create & Receive DTS PO to submit the purchase order and automatically receive the material in Eclipse. Use the link to launch Solar and display and manage the order in the Solar application. Job numbers display for the shipments when viewing DTS orders in the Eclipse application. Important: By default, the system uses the sales order price branch and shipping branch to create the DTS PO. You can change this branch and adjust quantities later, if needed. Note: Use the create and receive settings in Job Management Admin to define default ship vias and locations when using the Create & Receive DTS PO option. Otherwise, ship vias for DTS orders are based on the Ship Via column on the purchase order. If you have a default ship via set up but RF disabled, the system uses the Ship Via column information so as not to go through the RF process. Non Stock Product Creation The system creates a Direct Through Stock purchase order in Job Management to help handle DTS material. In addition, the system automatically creates products that are not stock products on the bill of materials list. The new product's description is based on the comment product created on a Job Management invoice. These auto-created products are unique to each job and cannot be re-used for other jobs. However, the system reuses the same product ID if multiple purchase orders created for the same job on the same line number. But a new ID is created if the same product is used on another line item number in the same job. Note: The new product's status defaults to Delete. Multiple Addresses on DTS Orders When you use the link to launch Solar and display and manage the order in the Solar application. You can manage the orders, as needed. When you select multiple orders or multiplegeneration orders with multiple addresses in Job Management, the system prompts you to select which shipping address to use. Note: If material has been received in Job Management with an Alternate Address set as the default and you create the DTS Shipment, there is no link back to Eclipse to alert the system of this default address. In this scenario, Eclipse still prompts for address selection. 198

209 Job Management Release Adjustments and Change Orders for DTS Material Job Management allows negative adjustments for DTS material on change orders. However, you cannot adjust the amount below what is available in DTS stock on hand. The system displays an error message warning users. Use that Add/Remove Columns drop down in the Job Status Summary column to add DTS columns to your view so you can better manage your DTS material. You can cancel the change order or negative adjustment, but you may run the risk of making the Job Management order out of sync with the Eclipse application. You must have the DTS.ADJ.DECREASE authorization key to adjust order quantities down on DTS orders. You can create change orders with new fixture or components with negative amounts. You can change an item to a negative amount, if none of the material on the change order has been received. The only exception is lot orders which cannot be added with negative amounts on them. Example The following details how you can make an adjustment on a DTS order: 1. You create a job. 2. You add an item with a quantity of You award the job and send a Hold for Release (HFR). 4. You release 10 items. You now have 10 in HFR, 10 released to the customer. 5. You use the Create a DTS PO button and create the purchase order with 10 items (released). 6. The DTS PO is received. 10 items are now available on the DTS Queue in Eclipse. 7. In the DTS Queue in Eclipse, create a negative adjustment by entering -5. The job now has: JM HFR: Qty 10 JM Released: Qty 10 On DTS PO: Qty 10 DTS Avail: Qty 5, DTS Adjusted: Qty In JM, create a Change Order and enter quantity Set change status to Approved and click on Preview Change Order. You are stopped. The system displays an error message because you cannot reduce the quantity by 15 with only 5 available in DTS Inventory. 199

210 Viewing Direct Through Stock Item Details Viewing Direct Through Stock Item Details Use this screen to view the DTS history for a line item. You can see when the item was added, shipped or adjusted to a DTS PO. Click the DTS Availability displays: icon to display the DTS Item Detail screen. The following information Column PO PO Date DTS PO Qty Received Qty Shipped Qty Adjust Qty Avail Qty Cancel Qty Description The purchase order number used to purchase the material. Note:The customer receives an invoice only after the purchase order is reconciled to the vendor invoice. The Date the PO is created. The number of items the customer needs for the job. The number of items received at your warehouse. The number of items shipped to the customer site. The number of items adjusted to the customer order. The current available quantity that can be shipped to the customer's job. The number of items cancelled by the customer. Click the PO Transactions for the selected PO to display the following information: Column PO Transaction Date Quantity Description The purchase order transaction number, beginning with a letter that stands for: A Adjustment Transaction. S Shipped Date. A The date when the adjustment was made. S The date when the items are shipped to the customer site. A The number of items adjusted to the PO. S - The number of items shipped on the PO. 200

211 Job Management Release Sending Submittal Documents to Customers For some jobs, or for some items on a job, you might need to send a submittal document to your customer that contains details about the quantity, type, product descriptions and manufacturers for the items on the bill of materials (BOM) prior to purchasing any products. Use submittals for record keeping purposes or for approval regarding the contents of the BOM prior to ordering items for the jobs from your vendors. If a vendor has a submittal in a pending status, such as On Submittal or Hold, the item displays with red informational icon on the Manage POs page. To send a submittal document to a customer: 1. Create the bill of materials. 2. Select the items you want to include in a submittal document using the check box to the left of each line item. 3. In the Bill of Materials table header, click More Actions and select Submittal Table of Contents to display the Send Submittal page. 4. In the Branch field, select the branch at which the submittal is being created. 5. From the Send To selections, select how you want to send the submittal document to the customer: Fax, , or Print. 6. If you selected as your communication, the Select Documents to Attach to box displays. Select which of the attached documents you want to include in your submittal. 7. In the Submittal Mode field, select one of the following options: Option For Approval For Record Description Select this option to create a submittal document that your customer approves and sends back to you. The document highlights the For Approval box on the submittal document. Select this option to create a submittal document that requires no action from your customer. The document highlights the For Record box on the submittal document. 8. Use the radio buttons to indicate if you want to display all the information or not: Option Hide Components Hide Quantity Hide Vendor Description Indicate whether to list components on the submittal or to generate the submittal without the components listed. Indicate whether to include the quantities for the material. Indicate whether to include the vendor names for each line item. 9. In the Update Submittal Status field, select a new status for the items on the BOM. When you click Send Submittal, the system updates the status in the Submittal Status field for each item included in the submittal document on the Bill of Materials page. 10. Use Print Preview to review the document prior to sending. The system displays the document in a new tab on your browser. 11. Attach any specifications you need to the documents you are sending. 201

212 12. Click Send Submittal to create and send the submittal documents. Sending Submittal Documents to Customers The system also creates and saves a copy of the submittal document with the other job document that you can access or re-send from the Job Documents page. When you receive approval for the items from your customer, go back to the BOM for the job and change the Submittal Status field for the item to Approved. See Also: Viewing Documents Generated for Jobs Creating the Bill of Materials Attaching Specification Sheets to Submittals 202

213 Job Management Release Attaching Specification Sheets to Submittals For some jobs, or for some items on a job, you might need to send a submittal document with some sort of specification or detail sheet to your customer that contains details about the quantity, type, product descriptions, and manufacturers for the items on the bill of materials (BOM) prior to purchasing any products. If you have stock products on a BOM, you can attach images and specification sheets to those products in Eclipse by attaching the image to the product record in Product Maintenance. You can then upload all the stock specification sheets for a submittal all at once or at the individual product level. Note: Set the location of your specification sheets in the Job Management Administrator Settings control maintenance record. To attach specification sheets for products: 1. Create the bill of materials. 2. Select the items you want to include in a submittal document using the check box to the left of each line item. 3. In the Bill of Materials table header, click More Actions and select Submittal Table of Contents to display the Send Submittal page. 4. Complete the information for the submittal. 5. In the Attach Specification Sheets section of the page, select the line to which you want to attach a specification sheet: Option Description Use the column Select the check box to attach a document to more than one line item. Click Select All Click Select None Note: If you do select one at a time, the file is only available for those line items you have selected. If you want the same document available for all line items, we recommend using Select All. Click this link at the top of the table to select all items and attach the same document(s). Click this link at the top of the table to deselect all items. Note: If you selected as your delivery method, you can use the Select Documents to Attach to to select the documents. However, documents must by uploaded before this field populates. 6. In the Select a PDF file to attach area, click Add. Search for the file on your computer and then click Upload. The system attaches any document that is attached to a stock product's product record to the line item and includes it with the submittal document. 7. In the Current Selection area, click Refresh Status. 8. Click Send Submittal to create and send the submittal documents. The system also creates and saves a copy of the submittal document with the other job document that you can access or resend from the Job Documents page. 203

214 Entering Shipping Information for Items Entering Shipping Information for Items Your vendors might provide shipping information, such as tracking numbers, that you want to enter and manage with the other information about the job. View and enter shipping information for line items on the Job Summary page to track what items have gone to your customers. Enter shipping information as you receive it either through shipment notifications or invoices from your vendor. You can enter as many shipments for an item as is needed to accommodate each phase of a job. Contacts that log in to your Job Management system can also see their job shipment information. To compile the shipment information in this table in a report to send to your customer, create a Shipping Status Report. On the Job Summary page, items that have been shipped display the shipping information including the estimated ship date, the shipper and the tracking information. You can see at-a-glance what has been shipped and when you can expect to receive the quantities. To enter shipping information for an item: 1. After the bid has been finalized, award the job to a customer. 2. Click Job Summary in the menu bar from any page in an active and awarded job. 3. Click the Shipment Summary tab to view the statuses of the items for the job. 4. Find the item you want to add to a shipment and select it using the check box next to the item using the column. Select multiple items to apply the same shipping information to each. 5. Populate the header fields with the information for the shipment, as needed. Column Use Available Qty Country of Origin* Est. Ship Date Shipper External Note Actual Ship Date Description Select if you want the system to populate the shipment with the current available quantity. Leave blank if you want to add that information manually. You can ship less than the released quantity for the item at a time. The system allows multiple shipments as long as they are different items. If you have more than one shipment selected on the same item using the column, the system disables the Use Available Qty functionality. The system does not update Direct Through Stock (DTS) shipments when using this option. If a DTS shipment is selected, the system displays a warning message that the Use Available Qty cannot be used to update the line items. Enter the country from which the goods are being shipped. The estimated date of shipment. The freight carrier for the items, such as UPS or FedEx. For each item in the shipment, enter any notes that you want to include in the documents for the shipment. The actual date of shipment. You can come back to this table to complete the field after the shipment has left your warehouse or vendor. 204

215 Job Management Release Column Tracking Info/Pro# Req. Release Req. On Site HTC* Description The shipment tracking number that your freight carrier generates and provides to you. Date by which materials need to be released from hold. The date material is required on the job site. Enter any Harmonizing Tariff Code (HTC) that may apply. This code is used by custom's agents to classify goods being shipped into the United States. These codes are used to determine the duties and taxes to be levied by the government for importing a product. This code is usually eight to ten characters long. The codes break down into identifying to declare the chapter, section, and subsection of the code book. * These fields may not display based on your settings in the Admin > Host Setting tab. The system updates the shipment table with the information you entered for each of the selected items. 6. Use the Rows per Page option and drop down menu to indicate how many summary rows you want to display. The default is All. 7. From the top of the table, click Add Shipment. 8. In the Qty field for each item in the shipment, enter the quantity of the item included in the shipment. You can ship less than the released quantity for the item at a time. 8. To run the Shipping Status Report immediately, click Shipping Status Report. To include items with a cancelled status select those items on the Shipments table. 9. Click Save above the table to save your entries. To update existing shipment information: 1. After the bid has been finalized, award the job to a customer. 2. Click Job Summary in the menu bar from any page in an active and awarded job. 3. Click the Shipment Summary tab to view the statuses of the items for the job. 4. Use the Rows per Page option and drop down menu to indicate how many summary rows you want to display. The default is All. 5. Find the item for which you want to change the shipment information and select it using the check box next to the item. Select multiple items to apply the same shipping information to each. 5. Make the necessary changes to the shipment information and click Update Shipment(s) to update the information for each selected item. 6. Click Save above the table to save your changes. To delete a shipment: 1. After the bid has been finalized, award the job to a customer. 2. Click Job Summary in the menu bar from any page in an active and awarded job. 3. Click the Shipment Summary tab to view the statuses of the items for the job. 205

216 Entering Shipping Information for Items 4. Use the Rows per Page option and drop down menu to indicate how many summary rows you want to display. The default is All. 5. Find the shipment you want to delete and select it using the check box next to the item. Select multiple shipments to delete more than one. 6. Click Delete Shipment(s) to remove the shipments information from the list. 7. Click Save above the table to save your changes. About the Shipment Summary Tab Columns The following columns are available on the Shipment Summary tab: Column Type Vendor Description Status Description Selection check boxes to select which line items to apply actions to. The product type of the line item, such as Lights or Electrical. The vendor supplying the product. The full description of the product as listed in Product Maintenance. The current product status, such as Released or Shipped. An In Stock status indicates a Direct Through Stock purchase order has been created. The quantity indicated how much DTS material has been received into the warehouse and is ready for shipping to the job site. As soon as material has been shipped, a new row displays with a Shipment status indicating how much material is headed to the job site. If you are managing Direct Through Stock material, the status can be Shipping. The system validates the status using the Actual Ship Date on the order. Quantity Est Ship Dt Actual Ship Dt Req Release Req on Site Shipper Tracker Info/Pro# These shipment statuses display on the Shipping Status Report. The quantity required for the order. You can ship less than the released quantity for the item at a time. If you are managing Direct Through Stock material, this column is view-only. The In Stock row displays the quantity available in the DTS inventory in your warehouse. This quantity mirrors the DTS Avail column on the Job Summary tab and in the DTS Queue in the Eclipse application. The ship date estimated by the system. The ship date items were actually shipped. The required date the products should be released for the job. The required date the products are required on site for the job. The shipper name. This name is set in the Job Management Admin utility and defines the user who is shipping the material. The tracker information or product number. 206

217 Job Management Release Column HTC Country of Origin External Note Description The Harmonizing Tariff Code (HTC) that may apply. This code is used by custom's agents to classify goods being shipped into the United States. These codes are used to determine the duties and taxes to be levied by the government for importing a product. This code is usually eight to ten characters long. The codes break down into identifying to declare the chapter, section, and subsection of the code book. The country from which the goods are being shipped. Any external note posted for the product. 207

218 Change Orders Overview Change Orders Overview After you create a Hold for Release PO or a Release PO for a vendor, the content of the Bill of Materials (BOM) for that vendor is locked. After the BOM is locked for a vendor, use change orders to make changes, such as quantity or pricing updates, to the items you are ordering from that vendor. Change orders allow you to track material and dollar changes past the original purchase order for the job. Note: You can only create a change order for products on a Hold for Release PO or a Release PO. You cannot create a change order for products on a Reserve PO. Change orders provide a way to send pending or approved orders to your customers or your vendors regarding the updates to material required for the job. The Create Change Order page provides a single place where you can see the totals associated with the changes you are making for the job, and to enter the updates to the quantities and the prices for the items on the job. If you create a new purchase order for the customer, the stock items become unavailable and only the stock items of that new customer PO are available. As you approve change orders, the system adds the orders to the Financial Summary and creates the orders in Eclipse. You must be assigned the JOB.MGMT.CHANGE.ORDER authorization key to create and approve change orders, and the JOB.MGMT.EDIT.STK.COST authorization key to change the cost for stock products on change orders. Create change orders for the following scenarios: Add a new item to the job. Change the description of an item. Change the quantity or price for a unit-priced item already on the BOM. Change the quantity or price for a unit-priced item on the BOM at a different price. Change the quantity or price for a lot-priced items already on the BOM. Add an item priced as a unit extension to a lot. Add an item priced under a new lot. Important: Change orders cannot be created or approved if any of the following are true: The invoice for a generation has been printed. The vendor payment has been made on the invoice. A customer payment has been made on a generation. The accounting period has closed. See Also: Change Order Totals Unit-Priced Item Change Orders Workflow Change Orders for Lot-Priced Items Workflow 208

219 Job Management Release Adding New Items to the Bill of Materials for Vendors with Created POs As a job progresses, you might need to add additional items to the bill of materials (BOM). If you are ordering new items that were not on the original BOM from a new vendor who does not have items on the BOM, or from a vendor for whom you have not created a Hold for Release PO or a Release PO, you can add the item directly to the BOM and do not need to use a change order. If the job requires a new item and you are ordering that item from a vendor already on the job for whom you have created a Hold for Release PO or a Release PO, use a change order to add the item to the BOM for the job. Note: You can only create a change order for products on a Hold for Release PO or a Release PO. You cannot create a change order for products on a Reserve PO. In addition, you cannot add stock products that have a Delete Status. The new total quantity cannot be higher than the on-hand quantity. Eclipse allows setting a specific format for P/O numbers through Customer Maintenance. As of Job Management Release 9.0.4, jobs and change orders now respect that setting and displays an alert if that format does not match. You must be assigned the JOB.MGMT.CHANGE.ORDER authorization key to create and approve change orders. To add a new item to the BOM using a change order: 1. In the Job Summary menu bar, click Change Orders to display the Pending Change Orders page and click New to display the Create Change Order page. 2. Complete the required fields indicated in bold at the top of the page regarding the change order. Note: Use the Cut and Paste icons to quickly enter information from one line to the next. 3. Complete the optional fields at the top of the page, as necessary. 4. In the blank field on left side of the change order toolbar, enter the number of rows you want to add and click the add icon. The system adds the blank rows to the bottom of the table. Note: If a component is overridden in change order to not use the suggestion, the next time a change order is done on this item the system tries to calculate the new perbased price off the last override. If you do not want to use that override, then use zero or enter the correct number you want the system to use. 5. Complete the column entries for each product you are adding. 6. To save a draft and review or submit at a later date, click Save. 209

220 Adding New Items to the Bill of Materials for Vendors with Created POs 7. Preview and confirm the change order and send it to your customers and vendors, as necessary. Previewing and confirming pending change orders. Previewing and confirming approved change orders. See Also: Change Orders Overview Change Order Totals 210

221 Job Management Release Cutting and Pasting New Items As you create new change orders, you can use the copy and past icons to quickly maneuver line items around the change order and place the items in the appropriate order more quickly. You can only cut and paste new items on a new change order. The system copies all the components along with the parent fixture. If you select more than one item before pasting, the system pastes all items under the first line item selected. If you do not select an item before pasting, the system pastes all items starting from the first row. To cut and paste new items: 1. In the Job Summary menu bar, click Change Orders to display the Pending Change Orders page and click New to display the Create Change Order page. 2. Complete the required fields indicated in bold at the top of the page regarding the change order. 3. Select one or more items on the change order that you want to move. 4. Click Cut. The system highlights the selected items on the change order table. 5. Select the item below which you want to insert the selected line items. 6. Click Paste. The system removes the items from the original location and inserts them below the selected line. 7. Save your changes. 211

222 Making Changes to Item Descriptions Making Changes to Item Descriptions As a job progresses, you might need to update the description of items on the Bill of Materials (BOM). If the job requires you to change an item's description and that item is from a vendor for whom you have created a Hold for Release PO or a Release PO, use a change order to update the item's description. If you have not created purchase orders from the vendor for the item, or created purchase orders for stock items that you need to change, make the item description items directly on the BOM. Note: You can only create a change order for products on a Hold for Release PO or a Release PO. You cannot create a change order for products on a Reserve PO. You must be assigned the JOB.MGMT.CHANGE.ORDER authorization key to create and approve change orders. To make a change to an item's description: 1. In the Job Summary menu bar, click Change Orders to display the Pending Change Orders page and click New to display the Create Change Order page. 2. Complete the required fields indicated in bold at the top of the page regarding the change order. 3. Complete the optional fields at the top of the page, as necessary. 4. In the Description field, update the brief statement that describes the product and its associated item type. If the product is a product in your stock, you cannot change the product description. To change to a different product that you carry in your stock, first create a negative change order for the original stock product for the quantity ordered, and then enter the new stock product on the change order as a new item. This keeps the orders in the Eclipse system in sync. 5. To save a draft and review or submit at a later date, click Save. 6. Preview and confirm the change order and send it to your customers and vendors, as necessary. Previewing and confirming pending change orders. Previewing and confirming approved change orders. See Also: Change Orders Overview Adding New Items to the Bill of Materials for Vendors with Created POs 212

223 Job Management Release Making Price Updates to Partially Received Items As a job progresses, you might need to update the price for items that are partially received. After you receive a portion of an item, the pricing for the original order quantity is locked. However, you can copy the line item to make the changes you need. You must be assigned the JOB.MGMT.CHANGE.ORDER authorization key to create and approve change orders. To make a price update to a partially received item: 1. In the Job Summary menu bar, click Change Orders to display the Pending Change Orders page and click New to display the Create Change Order page. 2. Complete the required fields indicated in bold at the top of the page regarding the change order. 3. Complete the optional fields at the top of the page, as necessary. 4. In the Change Qty field for the item with the partially received quantity, decrease the quantity by the number of the item to which you want to apply a new price. For example, the original quantity for the item ordered was 10, and you have received 5 at one price. You want to change the price for the remaining 5 that have not been received. Enter -5 in the Change Qty field. 5. Click the copy icon next to the line item you updated in step 4 to add a line item with the same vendor, description, unit/lot distinction, cost, and price information. The system adds a copy of the item directly below the item you copied, and enters the type as the type from the original, plus "-A." For example, if the original type was L-8, the type for the copied item is L-8-A. The system also populates the vendor and description with that of the original. If you copy the item again, the second copied item is L-8-B. The system also copies any components associated with the item. 6. Complete the column entries for the new quantity and new price. 7. To save a draft and review or submit at a later date, click Save. 8. Preview and confirm the change order and send it to your customers and vendors, as necessary. Previewing and confirming pending change orders. Previewing and confirming approved change orders. See Also: Change Orders Overview Adding New Items to the Bill of Materials for Vendors with Created POs 213

224 Previewing and Confirming Pending Change Orders Previewing and Confirming Pending Change Orders After you enter the change order information, indicate to whom and how you want to send the change order prior to confirming its creation. The system does not create the change order or the associated Hold for Release PO for approved change orders until you preview and confirm it. You must be assigned the JOB.MGMT.CHANGE.ORDER authorization key to create and approve change orders. Pending change orders print as Change Order Quotes. To preview and confirm a pending change order: 1. In the Job Summary menu bar, click Change Order to display the Pending Change Orders page and click New to display the Create Change Order page. 2. Complete the required fields in the header. Field Initiated By* Reason for Change* Change Order* Created By Internal Notes Customer PO# Follow Up Date Approval Notes Internal Change Order Description Enter the user name for the person who requested the change order. Enter the reason the change order is required. Pre-populated based on previously entered change orders. Enter the user name for the person creating the change order. Enter any internal notes required to indicate additional details about the change order that are needed. Pre-populated based on the Job Summary information. Enter the date on which follow up with the customer is required. Enter any additional notes required for approval or after approval has been obtained. Select if you want to keep the change order internal. 3. Use the table provided to enter the changes you want to make to the BOM for the job. The Current Job Total, Change Total, and New Job Total tables keep stock and total costs in real time as you adjust items on the change order and click Save. Note: Use the Show Full Description link to display the full product description, if needed. This option also expands the Fixture Type field. 4. Use the View options to select which change orders you want to view. 5. To save a draft and review or submit at a later date, click Save. 6. At the bottom of the page, indicate to whom you want to send the change order document: Suppress notification to vendor - Select this check box to create a change order that is not sent to the vendor. Suppress notification to customer - Select this check box to create a change order that is not send to the customer. 214

225 Job Management Release Select both check boxes to create a change order without sending notification to either the vendor or the customer. For example, if you noticed an error on the original BOM for the job, and want to correct it internally, select both the check boxes to create an internal only change order. The change order document is created and saved in your document list with a "Suppress" watermark. 6. Click Preview Change Order to display the Send Change Order page, or click Cancel to return to the Job Summary page without creating a change order. Note: If the item is the first stock order for the job, then the system uses the customer P/O number from the job and not the customer P/O number from this change order. An alert displays to indicate this event, if needed. The Send Change Order page displays the changes at the top of the page. For any change orders that have an Approved Status, the system also displays the changes by vendor. For more information about processing Approved change orders, see Previewing and Confirming Approved Change Orders. 7. Select how you want to send the change order to the vendor or customer. If you selected both suppress notification options in step 3, the send options are not available because you are not sending the change order document to either your customer or your vendor. To change your notification selections, deselect Suppress Notification. 8. To exempt the customer from incoming freight charges for the changes, select Yes in the Freight In Exempt field. To pass the freight chargers on to the customer for the changes, select No in the Freight In Exempt field. 9. To include special shipping instructions on the purchase order, enter the instructions in the Shipping Instructions field, and then select whether to include the instructions before the line items on the order, after the line items, or in both places. 10. Click Send Change Order to create the change order or click Cancel to return to the Create Change Order page without creating change orders. After you click Send Change Order, the system adds the change order to the Job Summary, but does not update the BOM. If you created the change order using the same customer PO number as the original job, the system creates a Hold for Release PO that is labeled as a change order. If you created the change order using a new customer PO number, the system creates a standard Hold for Release PO. Note: Eclipse allows setting a specific format for P/O numbers through Customer Maintenance. As of Job Management Release 9.0.4, jobs and change orders now respect that setting and displays an alert if that format does not match. See Also: Previewing and Confirming Approved Change Orders Change Orders Overview 215

226 Previewing and Confirming Approved Change Orders Previewing and Confirming Approved Change Orders After you enter the change order information and change the status of the item to Approved, indicate to whom and how you want to send the change order prior to confirming its creation. The system does not create the change order or the associated Hold for Release PO for approved change orders until you preview and confirm it. You must be assigned the JOB.MGMT.CHANGE.ORDER authorization key to create and approve change orders. To preview and confirm an approved change order: 1. In the Job Summary menu bar, click Change Orders to display the Pending Change Orders page and click New to display the Create Change Order page. 2. Enter the changes you want to make to the BOM for the job. 3. At the bottom of the page, indicate to whom you want to send the change order document: Suppress notification to vendor - Select this check box to create a change order that is not sent to the vendor. Suppress notification to customer - Select this check box to create a change order that is not send to the customer. Select both check boxes to create a change order without sending notification to either the vendor or the customer. For example, if you noticed an error on the original BOM for the job, and want to correct it internally, select both the check boxes to create an internal only change order. The change order document is created and saved in your document list with a "Suppress" watermark. 4. Click Preview Change Order to display the Send Change Order page, or click Cancel to return to the Job Summary page without creating a change order. The Send Change Order page displays the changes at the top of the page. For any change orders that have an Approved Status, the system also lists the changes grouped by vendor. 5. Use the Send To options to indicate how you want to send the change order. 6. For each vendor, do the following: To... send the document to the vendor by fax, , or by printed document send the changes on the original purchase order number for the vendor Do this.. select how you want to send the change order to the vendor. If you selected both suppress notification options in step 3, the send options are not available because you are not sending the change order document to either your customer or your vendor. To change your notification selections, deselect Suppress Notification. select Original PO. 216

227 Job Management Release To... send the change on a new purchase order number to the vendor generate a Release PO and allow the vendor to release the material on the change order immediately include special shipping instructions on the purchase order Do this.. select the New PO option. The system creates the Hold for Release PO under a new purchase order number in Job Management, such as the original PO number with a suffix. The system does not create a new order generation unless all the original items on the order have been received. The New PO option is not available if you have added a vendor and have not yet sent them a purchase order for the job. select the Immediately Release Material check box. enter the instructions in the Shipping Instructions field and select whether you want to include the before the line items on the order, after the line items, or in both places. 6. Click Send Change Order to create the change order and the Hold for Release PO or click Cancel to return to the Create Change Order page without creating change orders. If you created the change order using the same purchase order number as the original job, the system creates a Hold for Release PO that is labeled as a change order. If you created the change order using a new purchase order number, the system creates a standard Hold for Release PO. See Also: Previewing and Confirming Pending Change Orders Change Orders Overview 217

228 Viewing, Editing, and Canceling Pending Change Orders Viewing, Editing, and Canceling Pending Change Orders As you create change orders, you can set the status to Pending to indicate in the system that the change order is in a waiting status, either for approval from the customer or from your vendor. If there are pending change orders, the change order icon displays in the Pending Change Order field for the vendor on the Job Summary page. You can view and make changes to a pending change order at any time. You can also cancel a pending change order. You must be assigned the JOB.MGMT.CHANGE.ORDER authorization key to create and approve change orders. To view and edit a pending change order: 1. In the Job Summary menu bar, click Change Orders to display the Pending Change Orders page. The page lists the pending change orders including the change order totals. Use the filters above each column to display only the results you want to see. 2. Click the Change Order number to display the Finalize Change Order page that contains the change order information. The page displays the header information, the change order totals, and the items on the pending order. You can use the header filters to display only those line items you need to address. These change order totals also display at the bottom of the Bill of Materials for easy access to the information. 3. Make any necessary updates to the required fields, optional fields, or the items listed in the change order table. When you add items to change orders, the system displays the current status by changing the Transaction field on the Job Summary page and the P/O Number field on the New Change Order page. These fields display Pending P/O when the system is in the process of assigning a new purchase order number for new items and Canceled when a change order line item has been cancelled. If changes are made to a cancelled change order, the changes are applied to the original purchase order. Note: Changes made to an order header are saved on the order in the Eclipse application. 4. Use the Change Order Log button next to the Vendor field to display the User ID, Date, Time, and Comment for the currently displayed change order. 5. Use the Excel icon to import a change order list, if you keep it in a spreadsheet program. 6. To save a draft and review or submit at a later date, click Save. 7. Preview and confirm the change order: Previewing and Confirming Pending Change Orders Previewing and Confirming Approved Change Orders 218

229 Job Management Release To cancel an entire pending change order: 1. In the Job Summary menu bar, click Change Orders to display the Pending Change Orders page. The page lists the pending change orders. 2. Click the icon in the Cancel field next to the change order you want to cancel. If you are viewing the contents of a change order, click Cancel this Change Order at the top of the Finalize Change Order page to cancel the order. To cancel changes to an item on a change order: 1. In the Job Summary menu bar, click Change Orders to display the Pending Change Orders page. The page lists the pending change orders 2. Click the Change Order number to display the Finalize Change Order page that contains the change order information. 3. In the change order table, select Cancel in the Change Status field for the item you want to cancel. 4. Preview and confirm the change order: Previewing and Confirming Pending Change Orders Previewing and Confirming Approved Change Orders More Options When Viewing Pending Change Orders The Pending Change Orders page also offers the following options for pending orders: To... resend a change order document Do This... click the icon in the Resend field for the change order you want to resend to your customer or vendor. Enter the send to information and click Send. enter a follow up date in the Follow Up Date field for the change order, click the calendar icon and select the date on which you want to follow up on the change order. The follow up dates display in the My Deadlines area of the Home page. view only changed items access your vendor information for a change order lock cost or sell prices use the Filter icon to modify your change order, but only display those items that you have changed quantities. When working with large change order lists, this option lets you preview your changes easily without having to scan all the items. This link toggles between displaying only changed items and displaying all items. click the Vendors drop down link. This section provides the same fields as the job vendor information. Use these fields to update the currently displayed job. Job Management updates the Vendor details in the current job but does not change the overall vendor details or send those changes back to the Eclipse maintenance files. select Lock Sell Prices or Lock Cost Prices check boxes to manage how you want your margin and markup costs to be updated: Lock Sell Prices - Margin and markup costs are updated when cost values are changed. Lock Cost Prices - Margin and markup costs are updated when sell values are changed. 219

230 Creating Change Order Drafts Creating Change Order Drafts You can create change order drafts, if needed, when managing your jobs. These change orders can be saved to help you better manage your change order items when changes are coming in over the course of several days. For example, you are working on a change order for Job A and waiting for pricing details from the vendor. A customer calls and needs material released for Job B. You save your current change order, leave Job A, display Job B and release that material. When the vendor for Job A calls with the pricing information, you display Job A and select the saved change order draft and continue. You can save as many drafts of change orders for a job as you need. Use the Job Summary page to select a saved draft to submit. To create a change order draft: 1. In the Job Summary menu bar, click Change Order to display the Pending Change Orders page and click New to display the Create Change Order page. 2. Complete the required fields in the header. Field Initiated By* Reason for Change* Change Order* Created By Internal Notes Customer PO# Follow Up Date Approval Notes Internal Change Order Description Enter the user name for the person who requested the change order. Enter the reason the change order is required. Pre-populated based on previously entered change orders. Enter the user name for the person creating the change order. Enter any internal notes required to indicate additional details about the change order that are needed. Pre-populated based on the Job Summary information. Enter the date on which follow up with the customer is required. Enter any additional notes required for approval or after approval has been obtained. Select if you want to keep the change order internal. 3. Use the table provided to enter the changes you want to make to the BOM for the job. The Current Job Total, Change Total, and New Job Total tables keep stock and total costs in real time as you adjust items on the change order and click Save. Note: Use the Show Full Description link to display the full product description, if needed. This option also expands the Fixture Type field. 4. Use the View options to select which change orders you want to view. 5. Use the Excel icon to import a change order list, if you keep it in a spreadsheet program. 6. Use the Lock Sell Prices and Lock Cost Prices check boxes to manage how you want your margin and markup costs to be updated. 220

231 Job Management Release Click Save. When you next display the job's Change Order Summary page, the system displays any current drafts in the Draft Change Order table. 221

232 Approving Pending Change Orders Approving Pending Change Orders Change the status of pending change orders to Approved after you receive the required approvals from your customer or vendor. Approving a change order creates a Hold for Release PO for the items from the vendor. For more information about releasing items after they are approved, see Releasing Items for Jobs. You must be assigned the JOB.MGMT.CHANGE.ORDER authorization key to create and approve change orders. To approve a pending change order: 1. In the Job Summary menu bar, click Change Orders to display the Pending Change Orders page.. The page lists the pending change orders. 2. Click the Change Order number you want to approve to display the Finalize Change Order page for that order. The page displays the header information, the change order totals, and the items on the pending order. 3. Make any necessary updates to the required fields, optional fields, or the items listed in the change order table. 4. Do one of the following: To.. approve a single item Do this.. in the Change Status field, select Approved. approve all the pending items in the change order toolbar, click the approved icon to change the status of all the pending items to Approved. 5. Use the Lock Sell Prices and Lock Cost Prices check boxes to manage how you want your margin and markup costs to be updated. 6. Preview and confirm the approved change orders. See Also: Change Orders Overview 222

233 Job Management Release Change Order Totals As you enter change orders for jobs, the system provides job total information directly on the Create Change Order page. Use this information to get a real-time view of how the changes you are making to a job are affecting your bottom line. The system displays the cost, price, and gross profit percentage for each vendor on the job and for items coming from stock. Table Current Job Total Change Total New Job Total Description The job totals as it stands prior to the changes to the job listed in the change order table. The totals in the table remain unchanged as you make changes to the quantities and totals for the job. The totals for the changes currently displayed in the change order table. As you make updates to the quantities and totals in the change order table, the system recalculates the cost, price, and gross profit percentage for the changes for each vendor in this table. The current job total plus the changes in the change order table. As you make updates to the quantities and totals in the change order table, the system recalculates the new cost, price, and gross profit for each vendor in this table. See Also: Change Orders Overview 223

234 Optional Header Fields for Change Orders Optional Header Fields for Change Orders The following are optional fields in change order headers. Field Internal Notes Description Enter any notes that you want to include with the change order. Internal notes do not print on documents for your customer or your vendor. Note: Internal Notes from change orders are saved on Internal Notes field on the Header tab of purchase orders and sales orders. Follow Up Date Approval Notes Internal change order Enter the date you want to follow up on the status of the change order. Enter any information regarding the approval of the change order. Select this check box if this is a change order initiated from within your company. For example, if you notice an error in the bill of material entries that you want to correct, select this check box. 224

235 Job Management Release Change Order Column Field Descriptions The following describe the standard columns displayed for a change order. You can use the Add/Remove Columns drop-down options to display only those line items you need to address. Field Type Vendor Description Enter a generic but unique name for the kind of item needed for the job. This might be a light fixture that you can add components to, or another item type. Enter the name of the company that supplies the materials to the customer. To enter a vendor in multiple rows, select the row or rows to which you want to assign the same vendor and click the assign vendor icon. Select a vendor from the drop-down list and click OK or click Cancel to return to the change order without entering the vendor. Note: If the vendor you want to use is not available, click Vendors below the totals tables. Add the vendor information on-the-fly, The vendor becomes accessible in the Vendor column. Description Unit/Lot Enter a brief statement that describes the product and its associated item type. Do one of the following: For nonstock products - Click the product icon, click the Create Nonstock tab, and enter the description and select the vendor as you would for a nonstock product on the BOM. For a product you stock - Enter a brief description, and click the find product icon to search in the Eclipse product catalog for the product. After you select a valid product, the change order displays the Eclipse product description and the product's cost and sell price based on the customer and pricing branch for the customer awarded the job. The vendor is also set to Stock. Select how each line item is priced: Unit - The item is priced as a single product, not a lot item. A Lot - The item is priced with the other items in a lot that already exists for the job. New Lot - The item is priced with a new lot that does not exist on the job. For example, you are ordering the item from a vendor who is lot pricing the items for you, or an existing vendor on the job is pricing the new items under a different lot that does not yet exist on the job. For more information about unit versus lot pricing, and creating new lots see Pricing Line Items Per Unit or As a Lot for Jobs. 225

236 Change Order Column Field Descriptions Field Change Qty Description Enter the additional quantity you need of the item type required for the job. If you enter a stock product the system displays a light bulb icon in the Change Qty field. Move your mouse cursor over the icon to display the unit of measure information for the stock product including: The unit of measure in which the product is sold. The quantity contained in each unit of measure. The pricing unit of measure. The calculated extended cost and price are calculated as they are in orders you create in Eclipse using the pricing unit of measure to determine the price per each of the product you added. Note: If you are changing the quantity for Direct Through Stock material, the quantity cannot be less than what you have in DTS inventory. This includes on hand, shipped, or in process DTS material. The system alerts you if the number is too low. Change Status Unit Price Extend Cost Select one of the following change order statuses: Pending - Creates the change order without making updates to the BOM. Items with a pending change order status display in the Job Summary with an icon indicating that the item has a change order waiting approval. Approved - Creates the change order, updates the BOM with the new information and creates a Hold for Release PO for the items. Items on an approved change order are available for release from the vendor. For more information about releasing the new items, see Releasing Items for Jobs. Applies to only to items in a lot. Select this check box if your vendor provides you a price per each for the additional items you are adding to the job, and then enter the price for those items. The system adds that price to the total lot price for that vendor for the job. If the vendor increases the lot price, leave this check box deselected. Enter the amount the vendor is charging you for the product and quantity of this item type. The cost is usually considered the estimate of a product's total price including carrying costs. If you are using a product that you carry in stock, the system pulls the cost information from Eclipse. If you are updating the lot price to include additional quantities, enter the difference between the old lot price and the new lot price. Note: Line item rebate indications are currently not available when adding a stock item to a change order. Extended Cost The system populates this field based on the following equation after you enter the cost: Quantity x Cost = Extended Cost. For example, if the item's quantity is 15 and its cost is $10, the equation is 15 x $10, and the extended cost for the item equals $

237 Job Management Release Field Margin/Markup Description Enter how much margin or markup you want to charge when you sell the product. Toggle the column heading by selecting either Margin or Markup in the Default Formula > Use field: Margin - The percentage of sales left over as profit after paying all expenses. Markup - The difference between the selling price and the cost of the item. The value in these columns depends on what you enter as a default formula. In addition, if you edit the sell price, the Margin and Markup columns update automatically. Note: This field calculates to six decimal places. However, the display rounds to three decimal places. Sell Extended Sell Enter the amount you are charging to the customer for the item. The application populates this field based on the following equation after you enter sell information: Quantity x Price = Extended Sell. For example, if the item's quantity is 15 and its sell price is $12, the equation is 15 x $12, and the extended price for the item equals $

238 Change Order Column Field Descriptions Required Header Fields for Change Orders The following fields are required when creating change orders. Field Initiated By Reason for Change Change Order Customer PO# Description Enter the name of the person who initiated the change order. For example, if a contact for your customer requests the change, enter that contact's name here. Enter the reason for creating for the change order. The reason you enter prints on the change order document. Enter the change order number, typically provided to you by the customer. The change order number helps you identify the order in system logs and in other places in Job Management and helps your customer track changes to their original order. For example, your customer might provide a change order number that they create to help track items that were not on the original design plan for the job. Select which customer purchase order number to assign to the change order: Original - The original customer purchase order number assigned to the job. New PO - Assigns a new customer purchase order to the change order. Enter the purchase order number to use for the change order. For some jobs, a customer might provide you a purchase order number that is good up to a certain dollar amount. Change orders often add to the total cost of the customer, therefore, change orders for the job might be over the limit of the original customer purchase order number. In this case, your customer might give a new purchase order to use for the change order. Note: If you are editing or approving a pending change order, this field is no long accessible. Important: In Eclipse, the system allows setting a specific format for P/O numbers through Customer Maintenance. In Job Management Release 9.0.4, the Job Management jobs and change orders now respect that setting and displays an alert if that format does not match. 228

239 Job Management Release Making Changes to Unit-Priced Items Workflow 229

240 Changing Unit-Priced Items Already on the Bill of Materials Changing Unit-Priced Items Already on the Bill of Materials After you create a Hold for Release PO or a Release PO for a vendor, the content of the bill of materials (BOM) for that vendor is locked. After the BOM is locked for a vendor, use change orders to make changes, such as quantity or pricing updates, to the items you are ordering from that vendor. Important: If the job requires more of an item that is already on the BOM, but the vendor is charging you a different amount than the original quantity ordered, or you want to sell the item at a different sell price to your customer, add a new line to the change order and enter the updated quantity on the new line. For more information, see Creating Change Orders for Unit Priced Items on the Bill of Materials at Different Prices. If you have received any quantity of an item, you can no longer make changes to the cost or sell price for that item. You must be assigned the JOB.MGMT.CHANGE.ORDER authorization key to create and approve change orders. If you have created purchase orders for partial quantities, you can make changes to the quantities that have not yet been released. Note: You can only create a change order for products on a Hold for Release PO or a Release PO. You cannot create a change order for products on a Reserve PO. To change a unit-priced item already on the bill of materials: 1. In the Job Summary menu bar, click Change Orders to display the Pending Change Orders page and click New to display the Create Change Order page. 2. Complete the required fields indicated in bold at the top of the page regarding the change order. 3. Complete the optional fields at the top of the page, as necessary. 4. In the Change Qty field for each unit-priced item you want to update, do one the following. The current quantity displays in the Current Total Qty field. To.. increase the quantity of an item decrease the quantity of an item Do this.. enter the additional number of items you want to add to the job. For example, if the current total quantity is 25, and the job now requires 30, enter 5 in the Change Qty field. enter a negative number to subtract that number from the current total quantity. For example, if the current total quantity is 25, and the job only requires 20, enter -5 in the Change Qty field. You cannot decrease the quantity by more than the open receive quantity. For example, if you originally ordered 10 of an item and have received 5 of that item, you now have an open receive quantity of 5. You cannot decrease the quantity by more than 5. The item table on the Create Change Order page displays all items on the BOM. Items that can still be updated on the BOM are disabled. 5. In the Change Status field, select one of the following change order statuses: 230

241 Job Management Release Pending - Creates the change order without making updates to the BOM. Items with a pending change order status display in the Job Summary with an icon indicating that the item has a change order waiting approval. Approved - Creates the change order, updates the BOM with the new information and creates a Hold for Release PO for the items. Items on an approved change order are available for release from the vendor. For more information about releasing the new items, see Releasing Items for Jobs. 6. Update the cost, margin, and sell information for the item, if necessary. If you make changes to the pricing for the item, the new pricing information applies to the entire quantity of that item. For example, you are creating a change order for 10 more of Item A. The job originally only called for 25, but now the job requires 35. Because you are ordering more of the item, the vendor reduces the cost of each item from $20.00 each to $19.50 each. Enter $19.50 in the Cost field to apply the new cost to all 35 of the item. If you want to apply a different cost or a different sell price to the additional quantity you are adding for an item then the original quantity, copy the item so you can enter separate pricing. 7. To save a draft and review or submit at a later date, click Save. 8. Preview and confirm the order: Previewing and Confirming Pending Change Orders Previewing and Confirming Approved Change Orders See Also: Changing Lot-Priced Items Already on the Bill of Materials Adding New Items to the Bill of Materials for Vendors with Created POs 231

242 Making Changes to Unit-Priced Items on the Bill of Materials at Different Prices Making Changes to Unit-Priced Items on the Bill of Materials at Different Prices After you create a Hold for Release PO or a Release PO for a vendor, the content of the bill of materials (BOM) for that vendor is locked. After the BOM is locked for a vendor, use change orders to make changes, such as quantity or pricing updates, to the items you are ordering from that vendor. If your vendor is charging you a different price for the additional items than you paid for the original quantity, or you want to charge your customers a different price than you did for the original quantity, use the following procedure. If the vendor is charging you the same price as the original items, see Creating Change Orders for Unit Priced Items Already on the Bill of Materials. You must be assigned the JOB.MGMT.CHANGE.ORDER authorization key to create and approve change orders. To create a change order for a unit-priced item at a different price than the original order: 1. In the Job Summary menu bar, click Change Orders to display the Pending Change Orders page and click New to display the Create Change Order page. 2. Complete the required fields indicated in bold at the top of the page regarding the change order. 3. Complete the optional fields at the top of the page, as necessary. 4. Click the copy icon next to the line item you are adding at a different price. The system adds a copy of the item directly below the item you copied, and enters the type as the type from the original, plus "-A." For example, if the original type was L-8, the type for the copied item is L-8-A. The system also populates the vendor and description with that of the original. The system also copies the components associated with the item. 5. In the Unit/Lot field, select Unit to indicate the item is unit priced. 6. In the Change Qty field enter the number of the item you want to add to the job. 7. In the Change Status field, select one of the following change order statuses: Pending - Creates the change order without making updates to the BOM. Items with a pending change order status display in the Job Summary with an icon indicating that the item has a change order waiting approval. Approved - Creates the change order, updates the BOM with the new information and creates a Hold for Release PO for the items. Items on an approved change order are available for release from the vendor. For more information about releasing the new items, see Releasing Items for Jobs. 8. Enter the cost, margin, and sell information for the item. 9. To save a draft and review or submit at a later date, click Save. 10. Preview and confirm the order: Previewing and Confirming Pending Change Orders Previewing and Confirming Approved Change Orders 232

243 Job Management Release Making Changes to Lot-Priced Items Workflow 233

244 Changing Lot-Priced Items Already on the Bill of Materials Changing Lot-Priced Items Already on the Bill of Materials After you create a Hold for Release PO or a Release PO for a vendor, the content of the bill of materials (BOM) for that vendor is locked. After the BOM is locked for a vendor, use change orders to make changes, such as quantity or pricing updates, to the items you are ordering from that vendor. Note: You can only create a change order for products on a Hold for Release PO or a Release PO. You cannot create a change order for products on a Reserve PO. If your vendor is updating the total lot price to accommodate your change order, follow the procedure below to make the item updates and the updates to the total lot price. Note: If your vendor is creating a new lot price for only the items you are adding, or you are adding items to the job that are priced using a different lot or are from a new vendor, see Adding New Items to the Bill of Materials for Vendors with Created POs. If your vendor is already charging you a lot price, and they are charging you a unit price for the additional items you are adding to the job, see Creating Change Orders for Items Priced as Unit Extensions to Lots. You must be assigned the JOB.MGMT.CHANGE.ORDER authorization key to create and approve change orders. To change a lot-priced item already on the BOM: 1. In the Job Summary menu bar, click Change Orders to display the Pending Change Orders page and click New to display the Create Change Order page. 2. Complete the required fields indicated in bold at the top of the page regarding the change order. 3. Complete the optional fields at the top of the page, as necessary. 4. In the Change Qty field for each lot-priced item you want to update, do one of the following: To.. increase the quantity of an item decrease the quantity of an item Do this.. enter the additional number of items you want to add to the job. For example, if the current total quantity is 25, and the job now requires 30, enter 5 in the Change Qty field. enter a negative number to subtract that number from the current total quantity. For example, if the current total quantity is 25, and the job only requires 20, enter -5 in the Change Qty field. You cannot decrease the quantity by more than the open receive quantity. For example, if you originally ordered 10 of an item and have received 5 of that item, you now have an open receive quantity of 5. You cannot decrease the quantity by more than 5. The item table on the Create Change order page displays all items on the BOM. Items priced in a lot highlight when you hold the mouse cursor over them. Items that can still be updated on the BOM are disabled. 5. In the Change Status field, select one of the following change order statuses: 234

245 Job Management Release Pending - Creates the change order without making updates to the BOM. Items with a pending change order status display in the Job Summary with an icon indicating that the item has a change order waiting approval. Approved - Creates the change order, updates the BOM with the new information and creates a Hold for Release PO for the items. Items on an approved change order are available for release from the vendor. For more information about releasing the new items, see Releasing Items for Jobs. 6. Update the cost, margin, and sell information for the item, if necessary. If you make changes to the pricing for the item in the lot, the new pricing information applies to the entire lot. For example, you are creating a change order for 10 more of Item A, which is part of a lot price of $5000 from your vendor. The lot pricing contains five other items. If you update the pricing information for Item A, the pricing information for each item in the lot also updates to what you enter for Item A. If you are updating the lot price to include additional quantities, enter the difference between the old lot price and the new lot price. For example, if the original lot price was $5000 and you are creating a change order for additional quantities that make the new lot price $6000, enter $ To save a draft and review or submit at a later date, click Save. 8. Preview and confirm the order: Previewing and Confirming Pending Change Orders Previewing and Confirming Approved Change Orders See Also: Adding Items Priced as Unit Extensions to Lots Adding Items in a New Lot Price Making Changes to Lot-Priced Items Workflow 235

246 Adding Items Priced as Unit Extensions to Lots Adding Items Priced as Unit Extensions to Lots After you create a Hold for Release PO or a Release PO for a vendor, the content of the bill of materials (BOM) for that vendor is locked. After the BOM is locked for a vendor, use change orders to make changes, such as quantity or pricing updates, to the items you are ordering from that vendor. It is possible that you are ordering items from a vendor with whom you have a lot pricing agreement for the job. However, your vendor might choose to charge you per unit for the additional items you are ordering, as an extension to the original lot price. If your vendor provides you a price per unit for the additional items you are adding to the job, use unit price extensions to add the price of the new items you are ordering from that vendor to the total lot price. If the vendor increases the lot price to include the new items, update the lot price of the item. You must be assigned the JOB.MGMT.CHANGE.ORDER authorization key to create and approve change orders. To add an item priced as a unit extension to a lot: 1. In the Job Summary menu bar, click Change Orders to display the Pending Change Orders page and click New to display the Create Change Order page. 2. Complete the required fields indicated in bold at the top of the page regarding the change order. 3. Complete the optional fields at the top of the page, as necessary. 4. Do one of the following: To... add a blank row to which to add the item Do this... enter the number of rows you want to add in the blank field on the left side of the change order table toolbar and click the add icon. The system adds the blank rows to the bottom of the table. Enter the type, vendor, and product description for the item. copy an existing line item click the copy icon next to the line item you want to copy. The system adds a copy of the item directly below the item you copied, and enters the type as the type from the original, plus "-A." For example, if the original type was L-8, the type for the copied item is L-8-A. The system also populates the vendor and description with that of the original. The system also copies the components associated with the item. The item table on the Create Change order page displays all items on the BOM. Items priced in a lot highlight when you hold the mouse cursor over them. You can also identify lot-priced items by the Lot name in the Unit/Lot field. Items that can still be updated on the BOM are disabled. 5. In the Unit/Lot field, select the lot to which the product is an extension. 6. In the Change Qty field, enter the number of the item you want to add to the job. 7. In the Change Status field, select one of the following change order statuses: Pending - Creates the change order without making updates to the BOM. Items with a pending change order status display in the Job Summary with an icon indicating that the item has a change order waiting approval. 236

247 Job Management Release Approved - Creates the change order, updates the BOM with the new information and creates a Hold for Release PO for the items. Items on an approved change order are available for release from the vendor. For more information about releasing the new items, see Releasing Items from Vendors or from Stock. 8. Select Unit Price Extend and enter the cost, margin, and sell information for the item. 9. Preview and confirm the order: Previewing and Confirming Pending Change Orders Previewing and Confirming Approved Change Orders See Also: Changing Lot-Priced Items Already on the Bill of Materials Adding Items in a New Lot Price Making Changes to Lot-Priced Items Workflow 237

248 Adding Items in a New Lot Price Adding Items in a New Lot Price After you create a Hold for Release PO or a Release PO for a vendor, the content of the bill of materials (BOM) for that vendor is locked. After the BOM is locked for a vendor, use change orders to make changes, such as quantity or pricing updates, to the items you are ordering from that vendor. If your vendor is creating a new lot price for only the items you are adding, or you are adding items to the job that are priced using a different lot or are from a new vendor, see the procedure below. Note: If your vendor is already charging you a lot price, and they are charging you a unit price for the additional items you are adding to the job, see Creating Change Orders for Items Priced as Unit Extensions to Lots. If the items are already on the BOM and the vendor is changing the total lot price to accommodate your change order, see Creating Change Orders for Lot-Priced Items Already on the Bill of Materials. You must be assigned the JOB.MGMT.CHANGE.ORDER authorization key to create and approve change orders. To add an item in a new lot price: 1. In the Job Summary menu bar, click Change Orders to display the Pending Change Orders page and click New to display the Create Change Order page. 2. Complete the required fields indicated in bold at the top of the page regarding the change order. 3. Complete the optional fields at the top of the page, as necessary. 4. Do one of the following: To... add a blank row so you can add the item Do this... enter the number of rows you want to add in the blank field on the left side of the change order table toolbar and click the add icon. The system adds the blank rows to the bottom of the table. Enter the type, vendor, and product description for the item. copy an existing line item click the copy icon next to the line item you want to copy. The system adds a copy of the item directly below the item you copied, and enters the type as the type from the original, plus "-A." For example, if the original type was L-8, the type for the copied item is L- 8-A. The system also populates the vendor and description with that of the original. The system also copies the components associated with the item. The item table on the Create Change order page displays all items on the BOM. Items priced in a lot highlight when you hold the mouse cursor over them. Items that can still be updated on the BOM are disabled to indicate that you do not need to create a change order for those items. 5. In the Unit/Lot field, select New Lot, enter the name of the new lot in the displayed field, and click OK. 6. In the Change Qty field enter the number of the item you want to add to the job. 7. In the Change Status field, select one of the following change order statuses: 238

249 Job Management Release Pending - Creates the change order without making updates to the BOM. Items with a pending change order status display in the Job Summary with an icon indicating that the item has a change order waiting approval. Approved - Creates the change order, updates the BOM with the new information, and creates a Hold for Release PO for the items. Items on an approved change order are available for release from the vendor. For more information about releasing the new items, see Releasing Items from Vendors or from Stock. 8. Enter the cost, margin, and sell information for the item. 9. To save a draft and review or submit at a later date, click Save. 10. Preview and confirm the order: Previewing and Confirming Pending Change Orders Previewing and Confirming Approved Change Orders See Also: Changing Lot-Priced Items Already on the Bill of Materials Adding Items Priced as Unit Extensions to Lots Making Changes to Lot-Priced Items Workflow 239

250 Alternates Overview Alternates Overview Alternates provide a way to give your customers the most flexibility when submitting bids. You can list alternate vendors, quantities, or costs to let the customer decide the best way to fulfill the order based on the needs of the job. These alternates allow you to bid the whole bid all at once with all the options included and not have to submit separate and additional bids for other options. For example, you receive a request for a bid to replace lighting in the local hospital. You create an initial base bid including all lamps with your default Sylvania vendor. However, you create an alternative bids using General Electric and Phillips. Then, you submit the entire set of bids all at once to your customer for consideration. Alternate costs and quantities are added to or subtracted from the base bid depending on how you enter the material. You can enter the same vendor and different quantities or the same quantities but different vendors. Alternates are always dealing with the differences on a bill of material. When you apply an alternate the system does not add all the lines from the alternate, but merges them. Job Management matches products based on type, formula, description, stock part number, and vendor and merges matching lines. If a match is not found, then the system will add a new line to the bill of material. For example, a contractor is bidding Phase 1 of a hospital, but the customer would also like to know what the cost would be for Phase 2 and Phase 3. The customer who is actually paying the contractor then understands how much each phase costs and can see at a glance how it all breaks down and how much money they have to spend for the job as a whole. You can format your bill of material to display for your vendor in the most readable way. This set up gives you flexibility in your bid creation. You can create as many alternatives as needed, based on the bid requirements. You can also add subtotals for each alternate for easy scanning. For more information, see the following: Adding Alternates Managing Alternates Awarding Alternates 240

251 Job Management Release Adding Alternates Alternates provide a way to give your customers the most flexibility when submitting bids. You can list alternate vendors, quantities, or costs to let the customer decide the best way to fulfill the order based on the needs of the job. You can add as many alternates on a job, as needed, to give the maximum options on your bids. Note: After a bid has been released for hold, you must use a change order to add an alternate. However, you can add alternates to locked bills of material, if the alternate is for a different vendor. Current alternate line items display a yellow asterisk in the status column to indicate it is an alternate selection. To add an alternate to a Bill of Materials: 1. On the Job Management Home page, search for the job you want to add alternates to. 2. On the Job Summary menu bar, click Bill of Materials to display the Bill of Materials page. 3. Next to the Alternates button, click to display the Create Alternates Material dialog box. 4. In the Name field, enter a short name or description for the alternate, such as Floor 3. This field is required. The system displays an error if no name is entered. 5. Do one of the following: If you selected lines from the Bill of Materials that you are using to start from, select Copy From Selected Lines and click OK. If you want to copy lines from an alternate you have already created, use the Alternate drop down and select which alternate to use and click OK. If there are alternates already attached, the system displays a paperclip icon. Click OK to start from scratch with a blank alternate list. The system displays the Alternate Bill of Materials. The name of the alternate displays in the change order toolbar next to the Alternates button. 6. Create, add to and update the bill of materials for the alternate as you would for the main bid: Create the Bill of Materials Search for Products to Add to the Bill of Materials Add Components to Items on the Bill of Materials Import the Bill of Materials from Microsoft Excel Important: All items that you list on an alternate bill of materials are added to the quantity or cost for the main bill of materials. 7. Click Save. Note: To edit the alternate name, click the the gear icon to display the Edit Alternate Material dialog box. Rename, as needed, and click OK. 241

252 Adding Alternates 7. To return to the main bid, click Alternates. More Options for Creating Alternates Additionally, you can do the following with alternates: If you want to use items on a the bill of materials, use the selection column items to use as a base for your new alternate and continue to add an alternate. to select which If you want to use items on an existing alternate, use the paper clip icon to display the alternates from which to choose. Select the one you want and continue to add an alternate. To rename an alternate, display the alternate and use the gear icon Material dialog box. Rename, as needed, and click OK. to display the Edit Alternate You can modify the selections or add to them to create the alternate you need. Keep in mind that alternates manage differences from the main bill of materials. 242

253 Job Management Release Managing Alternates After adding alternates, you can adjust the view, displaying subtotals on the bid, combine items on bills of material, and handle printing options. If you apply an alternate and there are line items that are the same, the system automatically combines them into one line item. The system matches the line items first based on the type, then the Description column as a secondary selection; if there are variations, the system does not combine the items. Adjusting View and Displaying Subtotals Alternates on bills of materials are indicated by an asterisk in the Action Flag column. You can perform the following tasks on any line items: Submit specific line items to customers Eliminate alternates in a baseline subtotal recalculation Add additional alternates Search for products to add Print or export alternates on bills of materials Renaming Alternates As of Release 9.0.4, you can rename an alternate, if needed, giving you greater control over how your alternates are managed. To rename an alternate: 1. On the Job Management Home page, search for the job for which you want to rename an alternate BOM. 2. On the Job Summary menu bar, click Bill of Materials. 3. Click the Alternates button to display the alternate BOMs you have on the job. 4. Use the drop down to select the alternate you want to rename. 5. Use the gear icon on the Bill of Materials screen to change the name of the alternate. 6. Click the icon to display the Edit Alternate Material dialog box. 7. Rename, as needed. 8. Click OK. Print Options for Alternates You can decide on print options for the bid including grand totals, subtotals by base bid, subtotals by alternates, or subtotals by both base bid and alternates. These options let you bid to the customer in the way they need it. 243

254 Managing Alternates To apply print options: 1. On the Job Management Home page, search for the job to which you want to apply print options. 2. On the Job Summary menu bar, click Job Summary. 3. Select Send Bids. 4. Use the Format area, use the following Show Alternate options to display pricing for Alternate bids: Subtotals - Displays all the products in each alternative for the BOM and shows a subtotal after the product group on the bid. Revised Totals - Displays the base bid BOM and the alternate BOM in cost. For example, if the grand total for the base bid is $1000. The grand total for the alternate BOM is $800. This Revised Totals displays $1800 to show the total including the base and the alternate. Cumulative Revised Totals - Displays the base bid BOM and all alternate BOMs in cost. For example, if the grand total for the base bid is $1000. The grand total for the alternate 1 BOM is $800. The grand total for the alternate 2 BOM is $300. This Cumulative Revised Totals displays $2100 to show the total including the base and all the alternates. 5. At the bottom of the Send Bids page, select the alternate in the Bill of Material column to apply to the bid. 244

255 Job Management Release Applying Alternates Alternates always stay with the bid to which they are added. Apply an alternate and then award the bid. Alternates always stay with a job even if the option is not awarded. You can apply an alternate up to the point when the Hold for Release is created. After that point, you must use a change order to apply an alternate to a bid. Remember, alternates are always dealing with the differences on a bill of material. When you apply an alternate the system does not add all the lines from the alternate, but merges them. Job Management matches products based on type, formula, description, stock part number, and vendor and merges matching lines. If a match is not found, then the system will add a new line to the bill of material. To apply an alternate: 1. On the Job Management Home page, search for the job you want to apply alternates to for a bid. 2. On the Job Summary menu bar, click Bill of Materials. 3. In the Submittal Status column, click Apply to apply the alternate. The BOM updates with the new quantities and products. You cannot add stock products that have a Delete status. The new total quantity cannot be higher than the on-hand quantity. Additionally, the system warns you if you try to apply an alternate that has already been applied. Note: You can also apply alternates through a change order if you add items after a Hold-For- Release has been sent. 245

256 Receiving Orders Receiving Orders Entering invoice details from your vendor and entering what items were received for a job creates payables and invoices for the items ordered, and allows you to track the quantities you have received for the job. Payables in Eclipse allow your accounting staff to write checks to vendors for items that you ordered. Invoices allow you to send billing information to your customers for the items for the job. Reconciling the invoices from your vendors to purchase orders gives you the opportunity to compare the information, most specifically the amount payable, between the orders and the invoices, before approving the invoice for payment. Job Management provides the flexibility of creating payables in Job Management or in Eclipse A/P Entry, whichever fits your business processes, personnel, or a particular job. As you enter information in either place, the Financial Summary for the job within Job Management updates to include the customer invoices and payments, and the vendor invoices and payments for a job. For more information about how Job Management and Eclipse interact during the receiving process, see Eclipse Transactions for Receiving. You must be assigned the JOB.MGMT.RECEIVE.MATERIAL authorization key to receive orders. See the following topics to enter receiving information for a job: Receiving and Reconciling Orders Splitting Line Items on Jobs Viewing and Searching Invoices with Open Quantities for Receiving See Also: Eclipse Transactions Created for Receiving 246

257 Job Management Release Viewing and Searching for Invoices with Open Quantities for Receiving If you deal with a large number of jobs at your site, you might have a primary person who enters invoices in the system for you, or you might choose to enter all your receiving for multiple jobs at one time. Job Management provides a way to efficiently search for invoices that still have quantities open to receive. Use this function if you have multiple invoices that were entered in Eclipse and now you want to enter the received quantities for each invoice in Job Management. This function is also helpful if you are entering receiving information across multiple jobs at one time. You must be assigned the JOB.MGMT.RECEIVE.MATERIAL authorization key to receive orders. Use the Open Receiving page to do the following: Search open invoices View open invoices Delete open invoices To search for an open invoice for receiving: 1. From any page in Job Management, click Home in the menu bar to display the Home page, and then click Receive in the submenu bar to display the Open Receiving page. The page displays all the open invoices in the table sorted by invoice date. If you are entering receiving information for a single job, view the job and click Receive Material in the Job Summary menu bar. 2. Use one or more of the following fields to search for an invoice: Field Job Name Vendor A/P Branch P/O Number Invoice # Invoice Date Due Date Pay On Date Terms Invoice Amount Freight Description Enter all or part of the name of the job to display jobs with the text you enter in the job name. Enter a vendor to display only the open invoices for that vendor. Select a branch to display only invoices for orders that use that branch for pricing. Select the PO number to display. Enter all or part of an invoice number to display only open invoices containing that number. The date on which the customer was invoiced for material. The date on which the invoices is due to pay. The date the customer was required to pay by. Select how the vendor expects to be paid for the order. The original amount of the invoice sent to the customer. The type of freight to use for that customer. 247

258 Viewing and Searching for Invoices with Open Quantities for Receiving Field Tax Deductions Discount Amount Reconcile Amount Receive Amount G/L Amount Difference Allowed Variance Payment Amount Vendor Address Remove Payable Description The tax amount provided by the vendor. Enter the amount of the deduction to be subtracted from the payment amount The system populates this field with the discount allowed if payment is made by the due date. This discount is based on the payment terms assigned to the ship-from vendor, the invoice date, and the invoice amount less freight and tax. You can enter another amount, if needed. The deduction of the invoice amount minus the freight and discount amount. The amount of the received materials. The general ledger amount used to display when you enter the payable. The total of the deduction of the reconcile amount, the receive amount and the G/L amount. The system displays the quantity variance in dollar amounts. The total amount to be paid, after discounts and deductions. The name and the address of the received material. Displays only if you have the SUPERUSER authorization key. Users with the SUPERUSER authorization key can remove payables that have not automatically been removed, if needed. This action will not cancel the payable in Eclipse or the Eclipse order. If you remove a record by mistake, you must un-attach and then re-attach the payable from the sales order in A/P Entry within Eclipse. This adds the payable back to the Job Management open payments list. As you enter criteria in the above fields, the open invoices that match the criteria display. 3. Use the Export or PDF link to export the information to a spreadsheet for review. The system honors branch settings but does not export any filters that may be set. To view an open invoice for receiving: 1. From any page in Job management, click Home in the menu bar to display the Home page, and then click Receive in the submenu bar to display the Open Receiving page. 2. In the open invoices table, click the job ID associated with the invoice to open the Receive Material page where you can enter the received quantities. To delete an open invoice no longer required: 1. From any page in Job Management, click Home in the menu bar to display the Home page, and then click Receive in the submenu bar to display the Open Receiving page. The page displays all the open invoices in the table sorted by invoice date. 2. Locate the invoice you want to delete. 3. In the far right-hand column use the red X delete button to remove the invoice. 248

259 Job Management Release At the prompt, click Remove Payable to confirm the deletion or Cancel to return to the Open Receiving page. See Also: Receiving and Reconciling Orders Eclipse Transactions Created for Receiving 249

260 Receiving and Reconciling Orders Receiving and Reconciling Orders Entering invoice details from your vendor and entering what items are received for a job creates payables and invoices for the items ordered. Payables in Eclipse allow your accounting staff to write checks to vendors for items that you ordered and create invoices to send to your customers for the job. As you receive items on an invoice, the system creates an order generation on the direct order and reduces the total of the placeholder line item on the order's open generation by the dollar amount that you have received. When you receive all items on an invoice, the open generation that contains the placeholder is removed. You must be assigned the JOB.MGMT.RECEIVE.MATERIAL authorization key to receive orders. Note: If you open a payable in Eclipse that you created in Job Management, the job number displays on the payable to help identify which job it relates to. Important: Once an order is received, the vendor cannot be changed unless you have the SUPERUSER authorization key assigned. For more information about changing vendors during receiving, see Changing Vendors During Receiving. If you change the vendor and payables are pending, the A/P records will be updated. To receive and reconcile an order: 1. After the items are released for shipping and you receive invoices from your vendor, in the Job Summary menu bar, click Receive Material to display the Receive Material page. 2. Do one of the following to create or select a payable: To... create a new payable for a new invoice enter quantities received against an invoice entered in Eclipse A/P entry your ERP Do this... From the Select Payable field, select New. From the Vendor field, select the vendor for which you are entering receiving information. From the Select Payable field, select the payable for when you want to enter receiving information. The system displays the information for the payable as it was entered in Eclipse. 3. Enter the remaining invoice information on the left side of the Receive Material page, as necessary. Field A/P Branch P/O Number Batch ID Description Enter the branch that is paying the invoice. This branch does not have to correspond to the branch that received the material. The A/P branch defaults to the pricing branch for the job when you are entering a new invoice. Select the order number to which you are reconciling received quantities. Any batch ID associated with the payable you are entering. 250

261 Job Management Release Field Invoice Number Description Enter the identifying number on the invoice you received from the vendor. Note: This field is not case sensitive. If you enter #ab123 and #AB123 already exists, the system treats it as a duplicate invoice. Invoice Date Due Date Pay On Date Terms Enter the date on the invoice you received from the vendor. The field defaults to today's date. The system populates this field based on the payment terms assigned to the vendor and the date in the Invoice Date field. Select a different date, if necessary. The system populates this field based on the payment terms assigned to the vendors and the invoice date. You can change the pay on date for a payable in either an open or closed accounting period, but only when the payable has not been paid. The due date and the pay on date are the same and are the dates necessary to qualify for any discounts. Enter the payment terms code for the invoice. The terms code indicates payment dates, discounts, or services charges negotiated between you and the vendor. Note: Job Management respects any Direct Payment Terms set in Eclipse. Invoice Amount Freight In Exempt Freight Terms Enter the total amount due on the invoice. The total amount includes any freight or tax amounts, and is the total amount before any vendor discounts. Indicate if the customer on this order is exempt from incoming freight charges. This information defaults from the setting in the Freight In field on the sales order Header tab in Eclipse. Value changes in this field apply to the invoiced generation of the sales order in Eclipse after the material is received and the payable is saved in Job Management. You must have the authorization key to edit this field. Users assigned the cannot edit this field. Indicate if the customer on this order has specified freight terms. This information defaults from the Freight Terms field in the purchase order Header tab in Eclipse. Value changes in this field apply to the invoiced generation of the sales order in Eclipse after the material is received and the payable is saved in Job Management. These freight terms display on the purchase order and any reprints. You must have the JOB.MGMT.RECEIVE.MATERIAL authorization key to edit this field. Users assigned the cannot edit this field. 251

262 Receiving and Reconciling Orders Field Freight Tax Deductions Discount Amount Reconcile Amount Receive Amount G/L Amount Difference Description (Optional) Enter the freight amount listed on the invoice. The system reduces the Reconcile Amount by the dollar amount you enter here. To include the freight charges in the calculation of the discount amount, set the Include Freight in Discount Calculation For Payables control maintenance record to Yes. For direct orders, the system respects the freight charge parameters set in the Pass Along Freight To Direct Sales Orders control maintenance record. (Optional) Enter the tax amount on the invoice if you want to track the tax you are charged. Otherwise, entering the tax is not necessary. The system reduces the Reconcile Amount by the dollar amount you enter here. (Optional) Enter the amount of any deductions on the invoice. The system reduces the Reconcile Amount by the dollar amount you enter here. Click the deductions icon to enter a reason for the deduction from the payment amount. (Optional) The system populates this field with the discount allowed if payment is made by the invoice due date. This discount is based on the payment terms assigned to the ship-from vendor, the invoice date, and the invoice amount less freight and tax. You can override the amount, if necessary. Move your cursor over the information icon to view the discount percent. A truck icon below the field indicates that freight is included in the discount calculation. (View Only) The invoice amount minus any freight, tax, discounts or other deductions listed in the Freight, Tax, and Deductions fields. This is the total amount billed for actual products listed on the invoice. (View Only) The total extended cost of the items you are reconciling to the invoice. Enter the quantity received of each item from the vendor in the Receive NOW field in the Receiving section of the page. This field updates to reflect the new dollar amount as you enter the received quantity. (View Only) The Total of the GL Distribution. (View Only) The difference between the reconcilable amount on the invoice in the Reconcile Amount field and the total received amount listed in the Receive Amount field. If the difference is a negative dollar amount, it indicates that the amount on the invoice is less than the amount that you have received. 252

263 Job Management Release Field Allowed Variance Description (View Only) The dollar amount or percentage of the total that determines whether the system automatically approves the invoice for payment. This amount applies to differences either over or under the extended received amount for the invoice. Note: If the vendor record in Eclipse does not contain an over/short dollar amount or percentage in the Over/Short% and Over/Short$ fields, the system uses the maximum variance set in the A/P Over/Short Maximum Parameter control maintenance record. Payment Amount Address For example, the vendor record in Eclipse is set to a variance of $20. This variance means that if the extended received amount is $900 and the vendor's invoice amount, as entered in the Invoice Amount field is between $880 and $920 ($20 above or below the received amount) the system approves the payment. However, if the invoice amount is less than $880 or more than $920, the system does not automatically approve the payment. (View Only) The amount to pay for this invoice. The invoice amount minus the deductions and discount amounts. (View Only) The vendor address. Note: You can go back to the invoice information and update it as needed after entering the quantities received. 4. On the right side of the Receive Material page, click the Receiving tab and do one of the following to enter the received quantities: To... receive the remaining quantity of an item receive partial quantities of items from the vendor receive quantities by releases to the vendor split an item into multiple items for receiving purposes Do this... Click Fill in Receive Now with Remaining Qty. The system populates the Receive NOW field for each item from the vendor with the difference between the Released Qty and the Received Qty fields. In the Receive NOW field for each item, enter the quantity included on the invoice. The system recalculates the amount in the Recv. Ext Cost field to reflect the Receive NOW qty multiplied by the Cost. 1. From the Release(s) field, select the release you want to reconcile. 2. Click Fill in Receive Now based on the Release to enter the quantities of the items from the release in the Receive NOW field. click the split items icon Smaller Components. and continue with Splitting Items into Note: For Direct Through Stock material, use the same icon from the Direct Through Stock tab on the Manage POs page. view the EDI 810 transaction click the EDI icon. This icon only displays if an EDI document is available. view the invoice through Corcentric click the. This icons only displays if you are using the third-party Corcentric system. 253

264 Receiving and Reconciling Orders For items that are unit priced, the system calculates the extended cost of the received items by multiplying the quantity in the Receive NOW field by the price per each listed in the Cost field. The system uses this amount to calculate the grand total of items received on the invoice, and enters that number in the Receive Amount field on the left side of the Receive Material page. For items that are priced as a lot, if you are receiving the entire quantity on the order, the system enters the price for the entire lot in the Recv. Ext. Cost field for each item in the lot. If you are receiving partial quantities, enter the portion of the lot price billed on the invoice in the Recv. Ext. Cost field of one of the items you are receiving. The system enters this amount in the Receive Amount field on the left side of the Receive Material page. Note: You must be assigned the JOB.MGMT.RECV.APDIFF authorization key to receive a payable with a difference amount greater than the over/short limit defined. 5. Click Save To Eclipse to create or update the payable in Eclipse, and to create the invoice order generation and accounts receivable record for the customer, or click Cancel to return to the Job Summary page without creating the payable information. For information about the records created in Eclipse, see Eclipse Transactions Created for Receiving. 254

265 Job Management Release Changing Vendors During Receiving As you complete jobs and receive material, you might find that the vendors that you received the material for the job from do not match those that you originally entered on the Bill of Materials. Prior to receiving the material and creating payables, you can change the vendor who receives the invoice. When you change vendors, all material moves to the newly selected vendor. You can change a single order or all orders for the job. For example, American Hospital job has five orders. Three of the five orders have been received. You can change the vendor on the remaining two unreceived orders. Important: Once an order is received, the vendor cannot be changed unless you have the JOB.MGMT.SUPERUSER authorization key assigned. If you have this authorization key assigned, a Change Vendor icon displays as long as the payable has not been paid. If you change the vendor and there are payments pending, the A/P records will be updated. To change vendors during receiving: 1. After the items are released for shipping and you receive invoices from your vendor, in the Job Summary menu bar, click Receive Material to display the Receive Material page. 2. Do one of the following to create or select a payable: To... create a new payable for a new invoice enter quantities received against an invoice entered in Eclipse A/P entry Do this... from the Select Payable field, select New. From the Vendor field, select the vendor for which you are entering receiving information. from the Select Payable field, select the payable for when you want to enter receiving information. The system displays the information for the payable as it was entered in Eclipse. 3. Click the change vendor icon next to the Vendor field. 4. Select a vendor from the list, or enter a new vendor in the Select a New Vendor field. 5. In the Reason for Change field, enter the reason that you are updating the vendor for the payable and click Finish. Click Cancel to return to the Receive Material page without changing the vendor. 6. Continue receiving and reconciling the orders for the vendor. Note: You can change the vendor of an order without merging vendors. The Receiving screen includes the option to keep the order number. See Also: Receiving and Reconciling Orders 255

266 Distributing Return Amounts Across G/L Accounts Distributing Return Amounts Across G/L Accounts As you work through receiving invoices and material for a job, you might find it necessary to distribute amounts across different accounts in your general ledger to write off the amount, or to debit customers invoice amounts for a certain portion of the receiving, for example, for engineering fees. If you created the payable within Eclipse, the general ledger accounts you used display in Job Management when you display the payable in the Receive Material page. To distribute a return across G/L Accounts: 1. After engineering fees are released you receive invoices from your reps, in the Job Summary menu bar, click Receive Material to display the Receive Material page. 2. Receive and reconcile the fees. 3. Click the G/L Distribution tab. 4. Select the branch and G/L accounts to use for the return, and enter the appropriate amounts to distribute to each account. Note: The system validates your G/L accounts against the Eclipse G/L setup. You can look up the G/L account by the Eclipse-assigned ID. 5. Click Save To Eclipse to update the general ledger accounts in Eclipse, or click Cancel to return to the Job Summary page without creating the payable information. To debit a customer's invoice for a return: 1. After engineering fees are released you receive invoices from your reps, in the Job Summary menu bar, click Receive Material to display the Receive Material page. 2. Receive and reconcile the fees. 3. To debit the customer's invoice total for the general ledger amounts, select the Debit Customer for G/L check box and complete the debit information: Field G/L Amount Miscellaneous Charge Product Ordered By Reason Description Enter the total amount to debit to the customer. Enter the product assigned a MiscChrg status to use for the debit amount. For example, you might have a product set up to handle all your customer refunds. Enter the original order taker. Enter any comments you want to include in the payable and return documents, for example, include a reason why you are debiting the customer for the amount in the G/L Amount field. Note: The transaction information displays on the Financial Summary tab. 4. Click Save To Eclipse to update the general ledger accounts in Eclipse, or click Cancel to return to the Job Summary page without creating the payable information. 256

267 Job Management Release Splitting Items into Smaller Components for Release, Receiving, and Return As you are ordering, receiving, or accepting returns for items for a job, you might find that an item you ordered as a single unit is actually shipped as separate components. For example, you enter 100 of Item A on the bill of materials (BOM) for $10.00 each. As the job progresses, you find that Item A is split into three different components, each shipped separately from the vendor because each component is installed at a different stage of construction. Split an item to create components on the bill of materials (BOM), release the components separately from the vendor, receive the components separately on the Receive Material page, and adjust the cost for each component, as needed. Important: If you click Cancel in the Manage POs and Releases or Receiving Material page after splitting components but before creating purchase orders or payables, the split definitions are also canceled. The cost and sell price are returned to the original amount for the line item. To split an item into smaller components: 1. From either the Manage POs page or the Receive Material page, click the split item icon next to the line item you want to split to display the Split Item dialog box. 2. In the Type field at the top of the window, modify the generic name for the kind of item needed for the split, if necessary. The name must be unique to BOM for the job. 3. In the Description field at the top of the window, modify the description of the original item if necessary. For example, you entered an item on the BOM as Item A to reflect the information on the Item Schedule for the job. As the job progresses, you determine that Item A is broken into two distinguishable parts. As you split the item, rename the original item to better identify it. 4. For each additional part for the item, enter the following information: Field Qty per/item Description Cost Description Enter the quantity per item that you want to split. The quantity you enter here is multiplied by the quantity of the original item. Enter the description of the new item. Enter the cost per item. The total cost for all the items you are splitting cannot exceed the cost for the original item. Note: If you are splitting items prior to creating purchase orders and releasing material, if you do not know the cost of the individual piece, leave this field set to $0.00. You can enter the cost for split items with a $0.00 cost when you enter receiving information. At that point the system calculates the dollar balance for the original item. To add rows to accommodate additional splits, enter the number of rows you want to add in the Add more rows field and click Add More Rows. 5. Click Split Item to add the new items or click Cancel without creating the new items. 257

268 Editing Existing Receiving Information Editing Existing Receiving Information Entering invoice details from your vendor and entering what items are received for a job creates payables and invoices for the items ordered. As you are receiving material, you might find that you need to edit receiving information that you entered due to errors in the product, quantity or cost information. You can make changes to existing receiving information under the following conditions: The associated Eclipse payable has not been paid. The general ledger accounting period is still open. The original payable contains only one direct order. Another user is not editing the payable in Eclipse. If you paid engineering fees on the original receiving, you cannot make changes to those fees using the process described below. To edit existing receiving information: 1. In the Job Summary menu bar, click Receive Material to display the Receive Material page. 2. Click the edit receiving icon in the top left of the page, and select the payable you want to edit from the Edit a Payable field. Only payables that meet the criteria above display in the list. 3. Update the receiving information, such as the quantity received or the total cost, and click Save To Eclipse. The system saves your changes to the invoice generation of the direct order and the associated payable in Eclipse. To delete receiving information without deleting the payable: 1. In the Job Summary menu bar, click Receive Material to display the Receive Material page. 2. Click the edit receiving icon in the top left of the page, and select the payable you want to edit from the Edit a Payable field. Only payables that meet the criteria above display in the list. 3. Click Undo to delete the receiving information from within Job Management and return to the Job Summary page. You can come back in and re-enter the receiving information for that payable invoice at a later time. Clicking Undo does not delete the existing payable in Eclipse. If you want to delete the payable, cancel the invoice on the direct order through Eclipse. Note: Users must be assigned the SOE.CLOSED.ORDER.EDIT authorization key at a minimum of level 4 in order to use the Undo option. 258

269 Job Management Release Applying Engineering Fees to Jobs For some of your jobs, you might work with a manufacturer representative when bidding items. You can define engineering fees to pay these representative directly on the bill of materials (BOM), and create purchase orders for those fees. You then apply these fees during the receiving process. When engineering fees are entered on the Receiving page in Job Management, the system does not update the Receive Material side panel information. You must save the receipt, then go to Eclipse and create a payable in A/P Entry. The engineering fee purchase order is displayed in A/P Entry after you receive the material in Job Management. If you associate representatives with a vendor, then when you enter the vendor on the Receiving page, the engineering fees display with the vendor's material. The Pay Recommended amount updates if any of the material is received either in whole or in part. If you do not associate a representative with a vendor, then you must enter the representative on the Receiving page to whom the engineering fees are to be paid. To apply engineering fees to a job: 1. On the Job Management Home page search for the job you are applying engineering fees to. 2. Do one of the following: Apply Only Engineering Fees - Enter the representative in the Vendor field in the left hand pane and enter the engineering fees you want to apply. Enter Engineering Fees By Vendor - Enter the vendor in the Vendor field to populate the associated representative. For this option, you must have the representative associated to the vendor through the Ad. If you Receive Material and receive the material required the recommended amount will adjusted. The system creates a payable for the vendor. 3. Open Eclipse. 4. From the A/P menu, select A/P Entry. 5. Create a payable for the engineering fees for the representative. 6. Save the payable and return to Job Management and continue processing the job. 259

270 Viewing EDI 810 Invoice Review Queue Data Viewing EDI 810 Invoice Review Queue Data If you transmit data with your vendors using the Electronic Data Interchange companion product, you can view the information you would see in the Eclipse EDI 810 Review Queue for the invoice directly from the Job Management interface. Note: If you open a payable in Eclipse that you created in Job Management, the job number displays on the payable to help identify which job it relates to. To view EDI 810 Invoice Review Queue data for an invoice: 1. In the Job Summary menu bar, click Receive Material to display the Receive Material page. 2. Select an invoice from the Select a payable drop-down list, or create a new payable. 3. Click the EDI 810 icon below the field to display the EDI 810 Archive Report for the payable. The report, which displays as a PDF file, includes information about the line item and the EDI match codes, such as price mismatches and quantity mismatches. 260

271 Job Management Release Eclipse Transactions Created for Receiving As you enter receiving information for a job in Job Management, the system creates and saves the following transactions within Eclipse. An accounts payable record for the vendor invoice, which enables a check payment when the payable is approved for your payment to the vendor. An order generation on the direct order for the customer invoice. The placeholder line item on the order's open generation is reduced by the dollar amount that you have received. When you receive all items on an invoice, the open generation that contains the placeholder is removed. An accounts receivable record to which you can post payment when you receive payment from the customer. If you are receiving partial orders, the system updates the order to indicate what is still left to receive, even if the order is lot priced. Lot priced orders list the items and quantities received on the invoiced order generation, and the items and quantities left to receive on the open order generation directly under the lot price product used for pricing on the order. See example. 261

272 Eclipse Transactions Created for Receiving In addition, the system makes the following updates to the Job Summary information for the job: On the Job Status tab, the system updates the quantities in the Received/Invoiced field for each item to indicate the quantities you have received. On the Financial Summary tab, the system updates the A/P Billed Amount and Amount Invoiced fields in the Vendor Summary table for each vendor, and recalculates the % Complete and Left to Bill amounts accordingly to provide an overall picture of the dollar amounts for each vendor on the job. The system also updates the Customer Invoices and Payments table to include the amounts on invoices sent to the customer, referenced by the invoice order generation. As you post payments to the accounts receivable record in Eclipse, the table updates to reflect the amount paid. 262

273 Job Management Release In addition, the system updates the Vendor Invoices table to include the invoice numbers and their associated Eclipse accounts payable records. See Also: Viewing and Searching Invoices with Open Quantities for Receiving Receiving and Reconciling Orders 263

274 Initiating Payables in Eclipse Initiating Payables in Eclipse When you enter a payable in A/P Entry in Eclipse or Solar Eclipse for a direct order that is associated with a job, you are telling the system that there is an invoice that needs to be paid for that job. This also indicates that you need to receive items against the payment within Job Management. When you create the payable, the system creates a receiving generation on the direct order for the amount of the payable created in A/P Entry. Because you are not indicating the specific items received when you create the payable, the system creates a placeholder line item on the direct order called Job Mgmt.Payable with a cost equal to the reconcile amount. After you receive the items in Job Management and reconcile against the payable you created in Eclipse, the system replaces the placeholder with the actual items received in Job Management. At this point, the system has the information it needs to reduce the quantities on the original open generation by the amount you received. Note: The system only opens the Job Management application if you a URL is entered in the Receiving URL field of the Job Management Administrator Settings control maintenance record. 264