Creating a Job Card

Click on the button on the TSM main Tool-Bar or select Job Cards from the pull-down Action menu to select the Job Cards screen (Choose Job Cards Lite or Job Cards Single if you prefer. The following descriptions conform to the full Job Card screen but you can find similar information on the other Job Card screens.

Job Cards: Customer Details Screen

The job card screen is divided into different tabbed pages. Each page is used to enter Job Information about the customer’s name, through to tracking the completion of a job to invoicing. To create a new job card, click on the button at the top of the Job Card screen. Once you click on the new button the job will be cleared ready for you to enter the details of a new job.

Firstly, we need to select a customer for this job. You can select an existing contact from TSM or add new contacts to TSM as you go. Thus, the first page you will see is the contact tab. The Contact tab is where you enter your contact’s details, billing details and site details. In general, the contact is the person you are dealing with, the billing detail is the person who pays the bill for this job and the site is the physical address of the job. These details can be the same, or they can all be different depending on the type of job.

A TSM Customer is identified by their unique Customer ID. You can view existing contacts by clicking the button to the right of the Customer ID. The ‘Locate Contact’ screen will appear to assist you in finding the correct contact.

Within the drop down menu there are several different search orders to choose from. They include: Customer ID, Company Name, First Name, Last Name, Phone, Suburb & and Address. Select your search criteria and type the first few characters of the contact you are searching for (i.e. if you are searching for John Smith, select Last Name as the sort order and type ‘Smith’. The nearest matching contact will be displayed. Scroll up/down with the arrow keys to select the contact you want). You can also change the search order by clicking on the column header you wish to search by for example, click the Company column header to sort by Company name.

If the contact you want is not in TSM, press the button to add a new contact into TSM. TSM will display the Contact Maintenance module where you can add your new contact.

Now, to select this contact on the Job Card press the button from the Contact Search Screen.

You can use the above method to also select a Billing Customer to identify where the invoice is to be sent and a Site ID if the site the job is to be carried out is different from the Customer ID’s address.

The Job logging page is where you log the details about the job to be done.

This page is split into 5 different sections. The following is a summary of the important information in each section:

Section 1- In this section you log the date and time the job was logged. You can assign a customer order number for easy tracking of the job card. The reference is often used to refer to the job card number of the manual paperwork that a technician has on site. Entering the number here provides an excellent cross-reference to ensure that manual paperwork does not go astray.

Section 2- Enter the approximate due date and start time of the service job. This information allows TSM to inform you when jobs are due as well as correctly sorting jobs in the Job Centre.

Section 3- The person who logged the job. This is automatically filled in from the Login information.

Section 4- A series of coded fields allowing you to accurately report on jobs performed. Although TSM provides you with a basic set of codes, you should change these to match your own company’s needs. (Refer to Codes Maintenance in the TSM Technical Document for details on Codes Maintenance).

• Department- choose the most suitable department to handle this job. Example, Branch, Parts, Service or Electrical.
• Priority- allows you to sort jobs by their priority. Example, High, Medium or Low.
• Status- what stage is the job at. Example, waiting for parts, ordered parts or completed.
• Service- what type of charge will be applied to the job. Example, charge or warranty.
• Job Type- determines the physical type of job. Example, maintenance, service or installation.
• Location- where this job will be performed. Example, onsite, workshop.
• Default lab. Type- what will you charge the customer for labour. Example, standard, overtime or maintenance.
• Payment Type- how is the customer to pay. Example, Cash, Credit, Account.
• Employee- appoint a primary employee to do the job. Although you can assign multiple employees to a job via the Visual Assignment Scheduler, only one employee is the Primary employee. You can also email or SMS the job to the employee to let them know that they have been assigned this job.

Section 5- Enter what service work has been requested or any job details that have to be noted. You’re able to enlarge the service requested screen by right clicking and selecting the Expand option.

After entering all details about a job, press the button. TSM will automatically assign the next sequential Job Number for you (If manual Job Card numbering has been enabled in TSM Setup, TSM will ask you for a Job Number).

The Assignments page is where you manage employee assignments for the selected Job.

This page displays all assignments linked to this job card and provides an alternate method to the Visual Assignment Screen for creating assignments for the job

Assignments provide a flexible way to manage when a job should be carried out and who is assigned to a job. Job assignments might be linked to employees or can be unlinked to allow for scheduling the job time when the employee assigned is unknown.

The following options are available:

Add: Add a new assignment to the selected job card

Current Assignment: Display a screen showing all assignments currently in progress

Edit: Change the details of the selected assignment

Delete: Delete the selected assignment

Unlink: Unlink the selected assignment from the assigned employee

SMS: Send an SMS message to the assigned employee.

SMS All: Send an SMS message to all the assigned employee.

Email: Send an email to the assigned employee.

Email All: Send an email to all the assigned employee.

The job details page is where you enter completion details of the job.

The Job Details page is split up into 3 different sections.

Section 1- Enter the details of the work performed. This information appears on the invoice exactly as entered.

Section 2- TSM allows you to track complete details about time spent on jobs. Click on the button to log the times spent by the technician to complete the job. You may also add several time sheets if it took more than one technician to complete the job. You’re able to and sheets by clicking the corresponding button.

After pressing the Add or Edit button, the Time Popup screen will be displayed.

To create a new time sheet entry, click on the button

Select the employee that did the work, the date, start time and finish time. Check the hours to bill and select the correct labour type and rate.

After entering all time sheet details, press the button. You can add as many time sheet entries as you want to a Job.

Section 3- If the service technician used any parts to complete the job, you’re able to add them to the job card. The parts total will be added to the invoice. Click the button to select a part from a list. You’re able to and by clicking the corresponding button.

After pressing the Add or Edit button, the Parts Used Popup screen will be displayed.

To add a new part used to the Job, click on the button

Enter your part number to use or press the button to select from your parts listing. Enter the quantity and price you want to sell the part for.

After entering all the details, press the button. You can add as many parts as you want to a Job.

Now that you have entered all of the details of the job, we want to confirm the financial details and complete the job. Go to the invoicing tab to create an invoice. (Complete / Invoice on Job Cards Lite screen).

Once the job has been completed click on the button to automatically enter the current date and time in the Completed Date field. TSM knows a job is completed when there is a date in the Completed Date field.

Hint: You can un-complete a job by clearing out the completed date field.

Note: You must convert a quote into a job before it can be completed.

You must complete a job first before you can invoice it. To create an invoice for the job click on the button. TSM will automatically assign the next available invoice number to the job card and it will be displayed in the Invoice # field. (TSM also supports manual invoice numbering if configures in the TSM setup).he invoice date will be set and the due date will be calculated based on the Billing Customer’s payment terms.

To print out the invoice, click the button.

TSM provides you with a number of different Invoice layouts plus the ability to customise your own invoice layout to exactly suit your needs. Select the type of invoice you want from the invoice selection pull down.

Click on the on the button to print the invoice.

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