New Features in Version 4.0 (April 2004)
New Contact Manager
•A Totally New Function was added in Version 4.0. A powerful Contact Manager is now built into JobView. It is provided free of charge for you to use immediately. It does not need to be purchased. We suggest that you view the training session to see what your new Contact Manager can do for you and how to do it. Your Contact Manager can be a very useful tool.
•The Contact Manager can be used to keep a list of contacts, prospective customers and jobs.
•The Contact Manager can be used to track communication with these contacts.
•The Contact Manager can be used to write form letters and keep a database of “form” letters and email messages.
•The Contact Manager can be used to select groups of contacts by using a standard “filter” expression (such as used in common spreadsheets) or by picking individuals to contact. This provides the ability to send instant email messages or to print form letters for an individual or selected groups of contacts.
Sales Order Entry was enhanced so that:
•When an item is being entered, the price history for the selected Item and the selected Customer will be displayed if the new [ H ] button is pressed.
•When an item is being entered, “Our Cost” for the selected item will be displayed if the new [ $ ] button is pressed.
•On Price Quotes and Sales Orders, JobView now stores a “Taxable” default that is automatically filled in during entry.
The Overview Screens were enhanced so that:
•The Project Manager Overview can be set up to exclude “inactive” jobs. This is found in the Project Manager Overview screen, using the [Limit Jobs] button.
•The Accounting Overview can be used to review data in the Subsidiary columns for prior fiscal periods by changing the Fiscal Period at the bottom of the screen.
•In the Job Overview go to the [View Job] button to do “What if?” calculations. The “Test Latest Cost Estimate” field on the "Financial" tab can be changed and JobView will recalculate the numbers according to different "What If" scenarios.
DataViewT or FormMakerT were enhanced so that:
•The Invoice Analysis Report also includes a “Vendor Type” data field.
•The Accounts Payable Vendor List now includes the "Active" field.
•The Accounts Receivable Customer List now includes the "Active" field.
•Payroll check formats altered in FormMaker can display "Vacation remaining.”
Accounts Receivable was enhanced so that:
•When emailing a single Accounts Receivable Invoice, JobView automatically looks up the Customer's email address from the Customer file.
•The Customer file now includes tax-exempt permit numbers and expiration dates.
•When creating an Accounts Receivable Invoice and the “Relieve Inventory” box is checked, a different Sales Income “Tax Code” Account may be selected.
•The Sales Tax Summary Report has a new limit that skips tax codes with no activity.
•A new billing type, Time & Materials Billing can be done. This option is selected with a new “Button” on the “Billing Phases” tab of the Job Setup screen. A whole new menu item "Time & Materials Billing" was added to the screen. This screen displays a list of all the jobs marked as T&M jobs, along with their Contract, Cost, and Billed-to-Date status. By “double-clicking” on a job, JobView opens the T&M Billing invoice entry screen with the customer and job automatically filled in.
•Sales Tax Codes can now be sorted or looked up by Description or by Tax Code.
•The Unit Price Billing now has a button that allows the printing of a new report, “Statement of Work Done to Date.”
Accounts Payable was enhanced so that:
•A warning comes to screen that asks if the year-end “Transfer” has been done before postings are made to a new year.
Job Cost Reporting was enhanced so that:
•The Supervisor or Project Manager field may be “blanked” for a job.
•During Field Report Entry it is possible to jump to a specific Cost Code.
•Burden may be set up as an amount per unit (i.e. hours worked, items bought, etc.) in addition to the added “percent” burden.
•The Job Cost Analysis Report has a new limit, which allows the report to be run for Unposted Payroll Timesheets.
•The Job Cost Analysis Report has a new limit, which allows the report to be run for Unposted Accounts Payable Invoices.
•The bonding report may be “exported” to a text file where it may be imported into third party software, such as spreadsheets, etc.
•The Bonding Report may be printed on a legal size paper (8½” x 14”) as an alternative to the two-page wide bonding report.
•The Bonding Report now has the ability to trap for Billed to Date amounts that are greater than the Contract Amounts and either “flag” or replace the Contract Amount figure.
•The Bonding report now has the ability to trap for Cost to Date amounts that are greater than the Final Cost Estimates and either “flag” or replace the Final Cost Estimate figure.
•The Job Closing screen has the new option, a button to "Tag All Inactive."
•The Standard Edition has the new ability to enter Change Order line items to a Draw Billing directly through Phase Entry. This allows draws to include Change Orders even though they cannot be entered in Standard Edition.
Payroll was enhanced so that:
•A warning comes to screen that asks if the year-end “Transfer” has been done before postings are made to a new year.
•Prior Year values in Employee Record Entry may now be edited.
•W-2s and W-3s can be printed directly from within JobView without purchasing pre-printed forms. (The IRS finally allows this.)
•A “warning” was added in timesheet entry that does a preliminary calculation to determine if a timesheet will result in a negative amount after standard deductions, withholdings, etc.
Inventory was enhanced so that:
•A new report was added that details serialized items that were charged to a job. This report can be given to the customer as proof of purchase of those items for warranty purposes, etc.
•A 'Weight per Unit' field was added to the Inventory master screen.
•When making an "Add to Inventory" adjustment, JobView automatically searches for the value that should be used (by checking the per-unit value of prior purchases of the item).
Equipment Costing was enhanced so that:
•Equipment Maintenance schedules may now be tracked and reported. (The training session for this process has been updated to explain this new function.)
•The Equipment Entry screen has totals columns on the “Cost Categories” tab.
Purchase Orders were enhanced so that:
•When emailing a single Purchase Order, JobView automatically looks up the Vendor's email address from the Vendor file.
•Defaults may be set up for Ship-to Type for each Vendor and Distribution Type for each line item to be used during Purchase Order entry.
•A purchase order may now be “forced” to the "Reconciled" status, regardless of whether all the units have been invoiced or not.
General Ledger was enhanced so that:
•The automated Year End Closing procedure in the Preferred Edition has the option to choose which financial statement format the year end closing is going to use. For example, if there is more than one P&L format, the closing procedure can be based on the one selected.
•When adding a new Fiscal Period, JobView will not allow a newly entered Fiscal Period to be saved until the “Report Label” field has been filled.
General Enhancements include:
•The option for each user to customize which icons display on their screens. For instance, a user in payroll can choose to remove the Purchase Order Icon from their screen. This choice is made from the top Menu Bar: Setup>Preferences>Menu Icons tab. (A new training session has been added to cover this new new function.)
•The option for each user to choose either the traditional “popup” menus or the stay-in-place icon menus. This choice is also made at Setup>Preferences>Menu Icons tab. (Training for this function is included in the one on Menu Icons, found under: System Setup>User Preferences.)
•A Fiscal Period label at the bottom of reports that includes a Fiscal Period limit.
•The ability to look up Employees, Vendors, Subcontractors, Customers, Cost Codes, or Chart of Accounts that “contain” a certain word. For instance, if you are looking for a subcontractor with “paint” in their company name, all such subcontractors can be brought to screen by entering paint in the search field and pressing enter. Then, the correct one can be selected.
•A new convenience in setting up new “users.” The settings of an existing user can be selected, setting up the new user with the same settings as the existing user.