How to Enter Job Details, Additional Info, Description and Notes

How to Enter Job Details, Additional Info, Description and Notes

Description

Use the Job Details, Additional Info, Description and Notes sections to define the job’s identity, financial structure, retention rules, compliance settings, and narrative context. Accurate setup ensures correct behaviour across purchasing, scheduling, timesheets, invoicing, WIP reporting, and subcontractor claims.

Step-by-step instructions

1. Add a new Job

Click the + Add button. This will open the Add Job screen.

Job related details and settings are grouped into sections at the top of the Add Job screen which are described in the following sections:

When you have finished entering job details, return to the Basic Details tab and click Save to confirm the new job entry.

2. Edit an existing Job

After a job is saved, details can be edited at any time by selecting the job from the Job Setup list, then clciking the Edit Button

3. Enter Basic Job Details

Use the Basic Details section to define the core identity and behaviour of the job.

Field	Description	Example / Notes
Job No	Enter a unique job number.	Example: ISL001
Job Name	Enter a descriptive job name.	Example: Island Grill Restaurant
Parent Job No	Select a parent job if this job belongs to a larger project.	—
Job Type Code	Select the job type (e.g., Commercial). Controls retention defaults, cost code templates, and reporting rules.	Add/edit types at: Setup › Code Setup › Job Type
Cc Type	Choose where cost codes can be sourced from:  • Library Only  • Job Only  • Library + Job	—
Cost GL Division Code	Select the division for job costs.	—
Cost GL Account Code	Select the GL account for job costs.	—
Sales GL Division Code	Select the division for job sales.	—
Sales GL Account Code	Select the GL account for job sales.	—
Longitude / Latitude	Enter job site coordinates.	Used for mapping
Customer Code	Select the customer/debtor for this job.	Creates a default client order automatically. See: [How to Set Up Client/Subcontractor Orders and Choose the Correct Order Structure]
Contract Value / Value Revised	• Contract Total – Original contract value  • Value Revised – Variations or additional value	—
Job Restrictions	Optional controls to limit job activity:  • Block Costhead With No Budget  • Closed for Costs  • Closed for Sales  • Closed for Orders	—

🔴 Note: Any field marked with a red (!) icon is mandatory.

4. Enter Additional Job Details

Use the Additional Details tab to define extended job data.

Job Dates

Field	Description	Example / Notes
Start Date	Enter the proposed or actual start date.	—
Estimated Completion Date	Enter the expected finish date.	—
Estimated Days	Enter estimated duration in days.	—
Date Completed	Enter the actual completion date once the job is finished.	Important for WIP reporting
Contract Received	Enter the date the signed contract was received.	—

Customer & Contract Fields

Field	Description	Example / Notes
Customer PO Number	Enter the customer’s purchase order reference.	—
Customer Tax Status	Enter the customer’s tax status.	—

Retention Settings

Retention determines how much money is withheld and when it is released.

Field	Description	Example / Notes
Retention Percent 1	Percentage for the first retention band	Example: 10%
Retention Band 1	Dollar value limit for band 1	Example: $200,000
Retention Percent 2	Percentage for the second band	Example: 5%
Retention Band 2	Dollar value limit for band 2	Example: $1,000,000
Retention Percent 3	Percentage for the third band	Example: 1.75%
Retention Band 3	Leave blank if no upper limit	—
Retention on Lines	Tick if retention is calculated per line item	—

Project & Measurement Fields

Field	Description	Example / Notes
Architect Project No	Enter the architect’s project reference.	—
Job Square Feet	Enter the job size.	Note: Confirm whether your organisation uses square metres

Tax & Compliance Fields

Field	Description	Example / Notes
AP Tax Code	Select the AP tax code.	—
Certified Payroll	Tick if certified payroll applies.	—
Tax Entity Code	Select the tax entity code.	—

Completion & Defects Liability

Field	Description	Example / Notes
Practical Completion Date	Enter the practical completion date.	—
Defect Liability Date	Enter the defect liability end date.	—
Defect Liability Months	Enter the number of months in the defect liability period.	—

Retention Release Dates

Field	Description	Example / Notes
First Retention Release Date	Enter the first release date.	—
Final Retention Release Date	Enter the final release date.	—

Bank Account Compliance

Field	Description	Example / Notes
PBA Applies	Tick if a Project Bank Account applies.	—
Project Bank Account Code	Select the PBA code.	—
RBA Applies	Tick if a Retention Bank Account applies.	—
Retention Bank Account Code	Select the RBA code.	—

 3. Add Description and Notes

Use the Description and Notes fields to provide narrative context.

• Description: Enter a high‑level summary of the job’s scope.
• Internal Notes: Add internal commentary, instructions, or background information.

• Note: These fields help downstream teams understand the job’s purpose and context.

FAQ

• Do I need to complete every field in Additional Details? No. Only fields marked with a red (!) icon is mandatory.
• What happens if I select the wrong Job Type? Job Type controls defaults such as retention and cost code templates. Update it before entering cost codes or orders.
• Why is Date Completed important? It drives WIP reporting, retention release timing, and job closure workflows.

Related articles

• How to Add Job Addresses and Contacts
• How to Set Up Client/Subcontractor Orders and Choose the Correct Order Structure
• How to Set Up Resource, Operation, and Variation‑Only Cost Codes
• How to Import or Copy Cost Codes into a Job
• How to Configure Labour Rates and Cost-Plus Uplift

Next steps

If you encounter any issues while entering job details:

• Contact our Support team at [e-mail].