Procedure Guide

This section provides a step by step guide on performing common Job based tasks in TSM.

1. Open the Job Cards module by clicking Modules in the main windows, then Jobs.
2. Click New (the + button in the top toolbar).
3. Type the Customer ID of the client logging the Job and hit enter. If the specified Customer cannot be found, a search screen will pop up. Either use search criteria to locate the Customer, or click the Add button to add a new Customer to the system.
4. Click the down arrow in the Called in By field and select the person logging the Job, or type the name in. If the person exists as a contact for another company, click magnifying glass icon to bring up a search screen.
5. Check that the Billing details are correct.
6. Change the Site ID if the work on this Job is going to be carried out at a location different to the details displayed.
7. Move to the Job Logging tab.
8. Enter in the Job Name. This is a short description of the work required, so that this job can be easily identified when viewed from the Job List later on.
9. Fill in the Service Requested. This is the longer description which will be given to the technician.
10. Select the Department.
11. Select the Priority, if appropriate.
12. Select the Job Type.
13. If an Order Number has been provided, you can also enter it now.
14. Click Save (the disk button in the top toolbar).

Once logged, technicians need to be booked to carry out the work on the Job.

1. Open the Job List by clicking Modules→ Jobs, then the List icon in the top toolbar.
2. Right-click anywhere on the grid headings and set the filter to 'New Jobs' by selecting Public→ New Jobs. A list of Jobs which have been logged, but have not been assigned to a technician will be displayed.
3. Open the Visual Scheduler by clicking Modules→ Assignments→ Visual Scheduler.
4. Choose the day you wish to book out using the Calendar in the bottom-right, then select the time to book by clicking and dragging within the appropriate date in the main VAS window.
5. When you let go of the mouse button, the Assignments screen will appear.
6. Select the employee who is going to do this work from the list, and enter the appropriate Job # in the top right.
7. Add any other information needed to the assignment and click Save.

Jobs which have been scheduled need to be checked to make sure that they are being actioned. Any job which is overdue needs to be followed up.

To view the list of Scheduled jobs which have not yet been commenced:

1. Open the Job List.
2. Change the Filter to ‘Scheduled Jobs’ by right-clicking anywhere on the grid headings and selecting Public→ Scheduled Jobs. A list of Jobs which have been assigned to a technician, but have not yet been commenced will be displayed.

To record the date and time that work on a Job actually started:

1. Open the Job which has been started.
2. Move to the Job Logging tab.
3. Enter in the Date and Time that work on this job started into the 'Date Commenced' field.
4. Click Save.

This date and time can now be compared to the date and time the job was logged to tell us how long it took for us to start work on this job.

Jobs which have been commenced need to be checked to make sure that any outstanding work is finished and all paper work is returned to the office. Any job which has been commenced but has not been completed needs to be followed up.

To view the list of Commenced jobs which have not yet been marked as complete:

1. Open the Job List
2. Change the grid filter to ‘Works In Progress’. A list of Jobs which have been started, but have not yet been completed, will be displayed.

When the technician’s paperwork returns from the field, it must be entered in against the Job in TSM.

1. Open the relevant Job Card by brining up the Jobs module and typing the Job Number in the top filter field next to the Toolbar.
2. Move to the Job Logging tab.
3. Enter the technician’s notes into the 'Work Performed' box.
4. Click Save.

To record specific Technician work carried out:

1. Open the relevant Job Card
2. Move to the Job Items tab, then the Job Time Recording tab.
3. Click the New (+) button in the grid.
4. Select the Employee for whom this time record is being logged.
5. Enter in the Date the work was carried out.
6. Enter in the Start Time and Finish time, if known.
7. Confirm that the Hours worked is correct (or fill it in if it is blank at this point).
8. Confirm that the Hours being billed are correct. Note: It is possible to bill for more or less time than was actually spent on this job, depending on the job circumstances.
9. Select a Labour Type. Confirm that the rate is correct.
10. If it is necessary to itemise all time spent on this job, write the details of this time in the ‘Job Card / Invoice Comment’ box.
11. If there are internal comments about this time entry, such as an explanation for why a job took so long, or for why the whole amount isn’t being billed, you may record those comments in the Internal Timesheet Comment box.
12. Click Save.
13. If more time entries need to be recorded against this Job, click New and repeat steps 4-12 until all time has been added.

To record parts used in servicing or sold to the customer:

1. Open the relevant Job Card.
2. Move to the Job Items tab, then the Parts Used tab.
3. Click the New (+) button in the grid.
4. Enter in the Product ID of the item you wish to add. If you do not know the Product ID of the item, you can use the magnifying glass icon to open the Products Search Screen.
5. Enter the Quantity of the items that were used.
6. Check that the Cost Price is correct.
7. Check that the Sell Price is correct.
8. Click Save.
9. If more items need to be added for this Job, click New in the grid and repeat steps 4-8 until all items have been added.

Once the technician is satisfied that all work required on this job has been carried out:

1. Open up the relevant Job Card.
2. Move to the Job Logging tab.
3. Enter in the date the work was completed into the 'Completed Date' field, or tick the 'Completed' checkbox to enter in the current date and time.

Once the Job has been completed, it will be ready to be approved by the Service Manager and then invoiced. To see the list of all jobs which have been Completed, and not yet Invoiced:

1. Open the Job List.
2. Change the Filter to 'To be Invoiced'.

1. From the list above, click the Eye icon next to the appropriate Job.
2. Confirm that the Billing Customer on the Customers screen is correct.
3. On the Job Logging tab, confirm that the Work Performed notes are appropriate to be sent to the customer.
4. On the Job Items tab, confirm that Time recorded against this Job is correct and that the amount to be billed is also correct.
5. Confirm that all required parts have been added to the job, in the correct quantities and at the correct prices.
6. Navigate to the Finance tab and the Confirm that the margin on the job is acceptable, and that the Job is flagged as Billable.
7. Go to the Invoices tab and click the New (+) button in the grid, and select which items from the Job to Invoice.
8. Once the Invoice is confirmed and saved, repeat steps 1-7 until all jobs in the 'To be Invoiced' list are gone.