Which job fields should you know?
If I need to see more information on the job than I can see from the jobs list, I can click on one of the jobs, and then I open the job card, as you can see it’s many of the same fields as I had in the jobs list, but there are more here, and it’s easier to overview as they only consider this job. I have more details in my pane over here and my fact boxes, showing only information regarding this job that I’m on, so let’s go through the fields.
This is what happens in the video
The job card in Business Central gives you a complete overview of a single project. Where the jobs list shows you many projects at once, the job card focuses on one job and gathers all the relevant fields, fact boxes and details in one place.
Every job needs a unique number, which is usually handled by a number series. You select a bill-to customer, and the name and address fields fill out automatically. Changes to the customer address do not flow to the job, and changes on the job do not flow back to the customer.
A new job always starts with the status Order, which lets you post to it right away. The four statuses are Planning, Quote, Order and Completed. You can switch freely between them, including changing a job back from Completed if more work comes in.
You block posting through the Blocked field, either for posting or for everything. You control how entries post through the job posting group and the WIP posting method.
Opening the job card from the jobs list
If you need more information about a job than the jobs list can show, click on one of the jobs to open the job card. Many of the fields are the same as in the jobs list, but the card holds more of them and they are easier to overview because everything relates to this one job. The pane and the fact boxes on the right also show information for the job you are working on.
General fields on the job card
A job needs a number. That number is the ID for the job, and it has to be unique. In most cases a number series handles this for you. You can also give the job a description.
Next you choose the bill-to customer number. When you select the customer, the fields for name, address and so on fill out automatically.
Be aware that the link between the customer and the job is not live. If you change the address on the customer, it will not automatically update on the job. The same goes the other way around. If you type a street on the job, it is not inherited back to the customer.
You can define a contact on the job. The name of the contact person is listed in the pane based on what you choose here as the contact. You can also enter a search description if you have another way you want to find this job later.
You define a person responsible, and that is based on the resources list. You have options to block the job for posting or for all, and you can see when it was last modified.
Project manager setup and your role center
The project manager setup looks into the user setup list. Once you are added as the project manager on a job, you can see that job in your list of jobs on your role center. This makes it easy to keep track of the projects you are responsible for.
Job statuses: Planning, Quote, Order and Completed
There are four different statuses, and as the names suggest, they describe the state the job is in. For example, you cannot post anything to a job marked as Completed.
By default, a new job always has the status Order. With this status you can already start posting on the job. If you want to prevent that, use the Blocked field instead.
The Planning status is useful when you still need to create a quote for the customer, or when you are working out which resources and items you need before any work starts.
You switch between statuses simply by changing the field. You can also change a job back from Completed. If something new comes in that you need to post to the job after you have completed it, you can reopen it.
Posting group and WIP method
You need to define the posting group so the system knows how to post entries to the job. In this example the posting group is Standard, which was inherited from the job setup. You can change it on the specific job if it needs to be something else.
The same applies to the WIP posting method, the Allow budget and billable lines setting, and the Apply usage link setting. These are inherited from the job setup, but you can change them on the individual job if you need something specific.
Durations and creation date
On the Duration tab you can set a starting date and an end date for the project. These are for information only. There is no functionality tied to them, so they do not block or trigger anything. You can also see the creation date, which tells you when the job was created.
Foreign trade and currency handling
On the Foreign Trade tab you can define a currency code for the whole job to be handled in, or just a currency code for invoicing if the customer needs the invoice in a specific currency. You also have the option to define a specific exchange rate calculation setup for cost and price calculations.
Work in Progress and recognition
The Work in Progress and recognition tab contains calculated fields. They are greyed out, so you cannot enter data into them directly. As you start calculating work in progress, these fields update, and you can click into them to see how the amount was calculated.
Q&A
Does changing a customer’s address update the related job?
No. If you change the address on the customer, it does not automatically update on the job. The same goes the other way. Address changes you make on the job are not inherited back to the customer.
What status does a new job get by default?
A new job always gets the status Order. With this status you can start posting on the job right away.
Can you post to a job again after it is completed?
Yes. You can change the status back from Completed if something new comes in that you need to post to the job.
How do you stop posting on a job?
Use the Blocked field. You can block the job for posting only or for all, and you can set the block to Completed if the job is actually finished.
Where does the project manager setup get its data?
The project manager setup looks into the user setup list. Once you are added as the project manager on a job, that job appears in your list of jobs on your role center.
Are the start and end dates on the Duration tab functional?
No. The starting date and end date are for information only. There is no functionality tied to them.
Why can’t you edit the fields on the Work in Progress tab?
Those fields are calculated, so they are greyed out. They update automatically as you calculate work in progress, and you can click into them to see how the amount was calculated.